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Customer Management User Manual

The Customer Module is the central hub for managing your permanent client relationships. Customers are profiles with detailed professional and statutory information, used for generating tax-compliant quotes and invoices.

1. Introduction

Unlike leads, customers represent your verified database. Storing detailed profiles allows for faster booking, accurate billing (GST/PAN), and long-term revenue tracking for each client.

2. Key Features

  • Detailed Profiling: Store company names, designations, GST, and PAN details.
  • Financial Tracking: Monitor Total Revenue and Outstanding Balances per customer.
  • One-Click Actions: Directly create quotes, invoices, and record payments from the profile.
  • Centralized Documents: Keep all quotes and invoices linked to a single profile.
  • Activity History: Full tracking of communication and profile updates.

3. How to Use the Customer Module

3.1 Search & List Customers

  1. Go to the Customers section in the side navigation.
  2. Search Bar: Quickly find customers by Name, Mobile Number, Email, or Unique Customer ID.
  3. Overview List: The list view provides an immediate snapshot of the customer's contact info, location, and the date they were added to your CRM.

3.2 View Customer Details

Click the "View" (Eye Icon) on any customer record. This opens the Profile Page, showing their complete professional history and financial summary.

Action Buttons:

Create Quote

Starts a new quotation with this customer's details and GST info already pre-filled.

Create Invoice

Generates a billing statement linked directly to this customer's account.

Add Payment

Opens the Record Payment page with this customer already selected, so you can quickly log a payment against an invoice or as a general receipt.

Edit Profile

Update contact information, company details, or tax registration (GST/PAN).

Add Note/Task

Record internal remarks or set reminders for client follow-ups.

Delete

Permanent removal of the customer profile. All historical data remains archived but hidden from active lists.

Sections on the Customer View Page:

The profile page is organized into clear sections so you can see financial health, follow-ups, and documents in one place.

Customer Standing

This card shows the customer’s financial summary at a glance. Total Revenue is the total amount earned from this customer (from paid or settled invoices). Outstanding is the amount still due from the customer. Use this to prioritise collection and understand each customer’s value.

Tasks

Lists tasks linked to this customer (e.g. follow-up calls, reminders, site visits). You see up to five open tasks with title and due date. Use Create Task to add a new task for this customer, or View All Tasks to see the full list filtered by this customer.

Recent Quotations

Shows the latest quotations created for this customer. Each row displays Quote ID, Date, Status (e.g. Draft, Sent, Accepted, Rejected, Expired), and Amount. Click the view icon to open a quote, or View All to go to the full Quotes list filtered for this customer.

Billing & Invoices

Shows invoices linked to this customer. Each row displays Invoice ID, Date, Status (e.g. Pending, Sent, Partially Paid, Paid, Cancelled), and Amount. Use the view icon to open an invoice, or View All to see all invoices for this customer. This section works together with Customer Standing to track what has been billed and what is outstanding.

Customer Activity Timeline:

The timeline at the bottom of the Customer View page acts as a permanent ledger of your relationship. It records:

Relationship Tracking:
  • Profile Updates: Records when critical info (like GST or contact numbers) is changed.
  • Interaction Logs: Displays all notes added by different agents over time.
  • Transaction History: Mentions when quotes are converted to invoices or when significant account changes occur.
  • Staff Audit: Shows which staff member interacted with the profile and at what specific time.

3.3 Adding a New Customer

Click the "Add Customer" button to open the form. The page is split into a main column (left) with sections for professional, contact, tax, and address details, and a right column for status and actions. All fields are described below by section as they appear on the Add Customer page.

Professional Details

  • Company Name (required): The customer’s company or business name. Used on quotes and invoices for B2B or corporate travel. Max length as per your configuration (typically 100 characters).

Basic Information

  • Full Name (required): The contact person’s name. Only letters, dots, and spaces are allowed; max length as per configuration (typically 100 characters).
  • Designation (optional): Job title or role (e.g. Manager, Director). Only letters, dots, and spaces; max 50 characters. Useful for B2B billing and correspondence.
  • Email Address (optional): Valid email for correspondence and document sharing; max 50 characters.
  • Phone Number (optional): Contact number. Only digits are allowed; you may start with + for international format. Min 10, max 15 characters.

Statutory Details

  • GST Number (optional): Customer’s GST registration number. Entered in uppercase (e.g. 07AAAAA0000A1Z5). Max 15 characters. Required for tax-compliant invoices when the customer is GST-registered.
  • PAN Number (optional): Customer’s PAN. Entered in uppercase (e.g. ABCDE1234F). Max 10 characters. Helps in generating correct billing and compliance.

A quick tip on the form reminds that providing GST and PAN helps generate professional, tax-compliant invoices later.

Address Information

  • Full Address (optional): Street, area, or complete billing address; max 300 characters.
  • City (optional): City name; max 50 characters.
  • State (optional): State or region; max 50 characters.
  • Pincode (optional): Postal code; max 8 characters.
  • Country (optional): Default is India; max 50 characters.

Status & Actions

This section appears in the right column. When editing an existing customer, a Status dropdown may be shown (e.g. Active) so you can change the customer’s status. When adding a new customer, the main actions are:

  • Save Customer: Creates the new customer and redirects you. Use this when all required fields are filled.
  • Cancel: Returns to the customer list or the customer view without saving changes.

Required fields are marked with a red asterisk (*). Fill at least Company Name and Full Name, then add contact, tax, and address details as needed and click Save Customer.