Overview

• Setup customers to create quotes and bookings
• Define customers that have trading accounts or are cash only customers
• Add contacts for your customers
• View any charter contracts a customer has
• Search for customers by name
• View the history of quotes and bookings for a customer

Customers list

1. Navigate to Sales → Customers to view each customer's name, email address, phone number, and whether or not each customer has a trading account.

2. The list is searchable using the search tool 🔍 in the header.

3. Click a customer's name to view their details.

   

Customer exports

Three exports are available on the triple dot menu of the Customers page.

Export To Excel

Exports the customers to Excel, with the details from each customer's file, including whether they have a trading account.

If you have searched the list first, the export includes only the customers found.

Export Quote Conversion and Spending Report

Exports to Excel, for each customer, the number of quotes and bookings, the conversion rate, and what the customer has spent.

1. Choose Export Quote Conversion and Spending from the triple dot menu.
2. Optionally enter Quotes From and Quotes To to count only quotes created in that period, and set Has Trading Account to limit the report to customers with or without one.
3. Click Ok.

The report also follows any search you have applied on the Customers page.

❕Note: This export is available to users with the Sales or Accounting role.

Export Customer Contacts To Excel

Exports every contact of every customer to Excel. It does not follow a search.

Creating a customer

1. On the Customers page, click ➕ in the header.

2. Enter the customer's details.

   ❕Note: All fields marked with an asterisk are required: Name, Does this customer have a trading account?, Phone and Email.

   ❕Note: Customer names must be unique.

   ❕Note: Email can hold several addresses, separated by semicolons.

3. Click Submit.

A customer can also be created from a quote, with ➕ beside Customer.

🧠 Learn more about Customer Tiers.

Trading and non-trading customers

Every customer either has a trading account or does not, set with Does this customer have a trading account? on the customer.

• Yes: a trading account customer, billed after the work is done.
• No: a customer without a trading account, treated as prepaid and billed before the work starts.

The setting does not change how a quote is created, priced or booked, or the jobs a booking creates. It changes when the booking is invoiced and where it appears in Accounting.

Accounting's booking lists, and Export Quote Conversion and Spending, can be limited to customers with or without a trading account using Has Trading Account.

🧠 Learn more about Overnight Draft Invoice Generation.

Changing a customer's trading account

1. Open the customer and click the Edit icon ✏️ in the header.
2. Change Does this customer have a trading account?.
3. Click Submit.

• The change also applies to the customer's open bookings, not only to new ones: from then on they are invoiced, and shown in Accounting, as for the new setting. A booking already invoiced keeps its invoice.
• The change is recorded on the customer's Activity tab as Trading Account Status Changed.

💡 Recommendation: Check with your accounts team before changing the setting for a customer with bookings waiting to be invoiced.

Editing a customer

1. Find and select the customer, then click the Edit icon ✏️ in the header.
2. Make the required changes and click Submit.

Changes to the trading account and the Customer Tier are recorded on the customer's Activity tab.

Deleting a customer

1. Find the customer using the search tool 🔎.

   

2. Click the customer's name to view their details.

3. Click the delete icon 🗑 in the header.

   ❕Note: Customers can only be deleted if they have no quotes, bookings or rail bookings. The delete icon is not shown for a customer that has any.

4. Click Ok to confirm.

Customer notes

A note added to a customer's file is shown under Customer File Notes whenever the customer is selected on a quote.

1. On the customer's page, click the Notes tab.
2. Click + Add Note.
3. Enter the note.
4. Click Submit.

Customer contacts

A customer contact is an individual associated with a customer, who is responsible for organising and accepting the quote. Contacts can be selected when creating or editing quotes and bookings. This could be, for instance, the person from the customer's accounts team, or an onsite contact for the upcoming trip.

Multiple contacts can be added for each customer. You can add, edit and delete contacts on the Manage Customer page.

Adding a new contact

1. Select the customer from the list to view the customer's page.
2. Under the Contacts tab, click + Add Contact.
3. Enter the contact's details, then click Ok.

Editing a contact

1. Under the Contacts tab, click the edit icon ✏️ next to the contact.
2. Edit the contact's details, then click Ok.

Deleting a contact

1. Under the Contacts tab, click the delete icon 🗑 next to the contact.
2. Click Ok to confirm.

Charter contracts

If a customer has one or more charter contracts, a Contracts tab lists them. Click a contract's name to view or edit its details.

Bookings and quotes reports

A customer's bookings and quotes can be reported from the triple dot menu on the customer's page.

• Generate Bookings and Quotes Report (PDF): enter From and To, choose one or more Status values, and click Generate. The PDF downloads to your browser.
• Generate Bookings and Quotes Report (Excel): opens the Sales Reports window with this customer already chosen. The file arrives in your notifications. Available to users with the Sales or Accounting role.

🧠 Learn more about Sales Reports and Exports.