Customer Management Guide
Learn how to add, edit, and manage your customer database effectively.
Adding New Customers
Step 1.1: Go to Customers Page
From the Dashboard or sidebar, click on "Customers" in the navigation menu.
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In the left sidebar, find the "Customers" menu item (it has a Users/People icon). Click on it to open the Customers page.
Step 1.2: Click "Add Customer"
On the Customers page, click the "Add Customer" or "+ New Customer" button (usually at the top right).
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Look for a blue button with a "+" icon in the top right corner of the Customers page. This opens the customer form.
Step 1.3: Fill Customer Information
Enter the customer details:
- Company Name: Customer's business name (required)
- Contact Person: Name of the primary contact
- Email: Contact email address
- Phone: Contact phone number
- Address: Complete business address
- GST Number: Customer's GST registration number (if applicable)
- State: State where the customer operates
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The customer form will have all these fields. Fill in each field carefully. Required fields are usually marked with an asterisk (*).
Step 1.4: Save Customer
Review all information, then click "Save Customer" or "Add Customer" to save.
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At the bottom of the customer form, you'll find a "Save Customer" or "Add Customer" button. Click it to save. The customer will appear in your customer list.
Editing Customer Information
Step 2.1: Find the Customer
On the Customers page, use the search bar or scroll through the list to find the customer you want to edit.
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The customers list shows all your customers. Use the search bar at the top to quickly find a customer by name, email, or GST number.
Step 2.2: Click Edit
Click the "Edit" button (pencil icon) next to the customer you want to modify.
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Each customer in the list has an "Edit" button (usually a pencil icon) in the actions column. Click it to open the customer in edit mode.
Step 2.3: Update and Save
Make your changes to any fields, then click "Update Customer" or "Save Changes".
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The edit form looks the same as the create form. Make your changes and click the "Update Customer" button at the bottom to save.
Customer GST Details
Step 3.1: Add GST Number
When creating or editing a customer, enter their GST number in the "GST Number" field.
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In the customer form, you'll find a "GST Number" field. Enter the 15-character GST number (format: 29ABCDE1234F1Z5).
Step 3.2: Verify GST Information
The system will automatically use the GST number when creating invoices for this customer. Make sure the GST number is correct to ensure proper tax calculations.
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When you create an invoice for a customer with GST details, the GST number will automatically appear in the invoice. Verify it's correct before finalizing.
Step 3.3: State-Based Tax Calculation
Based on the customer's state and your company's state, the system will automatically determine whether to apply CGST+SGST (same state) or IGST (different states).
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When creating invoices, check the tax calculation section. It will show CGST/SGST for same-state transactions or IGST for inter-state transactions.
Customer Reports
Step 4.1: Access Customer Reports
Go to "Reports" in the sidebar, then select "Customer Revenue Report".
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In the left sidebar, click "Reports". Then look for "Customer Revenue Report" in the reports menu or dashboard.
Step 4.2: View Customer Performance
The customer revenue report shows:
- Total revenue per customer
- Number of invoices per customer
- Payment status breakdown
- Revenue trends over time
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The customer revenue report page displays a table or list of all customers with their revenue metrics. Click on a customer to see detailed information.
Step 4.3: Filter and Export
Use date filters to view customer performance for specific periods, and click "Export" to download the report as PDF or Excel.
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At the top of the customer revenue report, you'll find date filter options and an "Export" or "Download" button. Use these to customize and export your report.
💡 Pro Tips
- Keep customer information up-to-date for accurate invoicing
- Always verify GST numbers to ensure compliance
- Use the search function to quickly find customers
- Regularly review customer reports to identify top customers