Skip to main content

Manage Customers

This guide covers the core operations for managing customers in docs101, from creation through maintenance and deletion.

Creating a New Customer​

To create a new customer:

  1. Navigate to Customers in the main menu.
  2. Click + New Customer.
  3. Fill in the customer details.

Customer Information Fields​

FieldRequiredNotes
SalutationOptionalMr., Mrs., Dr., Prof., etc.
TitleOptionalAcademic or professional title (Dr., Prof.)
First NameRequiredCustomer's given name
Last NameRequiredCustomer's family name
Additional NameOptionalMiddle names or suffixes
Organization NameOptionalCompany name (for B2B customers)
EmailRequiredPrimary contact email address
MobileOptionalMobile phone number
PhoneOptionalLandline phone number
WebsiteOptionalCompany or personal website URL
Customer NumberAuto-generatedEdit to create custom numbering

Customer Type and Status​

  • Customer Type: Choose between B2B (Business) or B2C (Consumer).
  • Status: Set to Lead, Active, or Inactive.
    • Lead: Prospective customer (not yet confirmed).
    • Active: Current customer relationship.
    • Inactive: Former customers or on-hold relationships.

Setting Customer Defaults​

Configure customer-specific defaults that apply to all invoices created for this customer:

  • Default Payment Term: Select the standard payment term (Net 30, Net 60, etc.).
  • Default Invoice Template: Choose the invoice template to use.
  • Language Preference: Select EN (English) or DE (German) for documents.

These defaults can be overridden on individual invoices if needed.

Managing Addresses​

Customers can have multiple addresses for different purposes (billing, shipping, etc.). One address is set as the default.

Adding an Address​

  1. In the customer detail page, scroll to the Addresses section.
  2. Click + Add Address.
  3. Enter address information:
    • Company name
    • First and Last Name
    • Street and House Number
    • Postal Code and City
    • Country (ISO 3166 format)
  4. Set address purposes:
    • Check Default Billing Address to use for invoices.
    • Check Default Shipping Address for order fulfillment.
  5. Click Save.

Editing an Address​

  1. Click the Edit icon next to the address.
  2. Update the information.
  3. Click Save.

Deleting an Address​

  1. Click the Delete icon next to the address.
  2. Confirm the deletion.
warning

You must have at least one address per customer.

Setting Default Addresses​

Each customer should have a default billing address. This address is used automatically when creating invoices for the customer.

Filtering and Sorting the Customer List​

List View (Table Format)​

The default list view displays customers in a table. Use these features:

  • Sort by Column: Click column headers to sort by Customer Number, Name (Last Name, First Name), Email, Status, or Customer Type.
  • Filter by Status: Use the status filter to view Active customers only, Leads, or Inactive customers.
  • Filter by Type: Show only B2B or B2C customers.
  • Search: Use the search box to quickly find customers by name or email.

Card View (Grid Format)​

Switch to card view for a visual overview:

  1. Click the Card View toggle (top right of customer list).
  2. Cards display customer name, type, status, and key contact info.
  3. Click a card to open the customer detail page.
  4. Filters and search work the same as in list view.

Customer KPIs​

The customer dashboard displays key performance indicators:

  • Total Customers (This Month): Count of new customers added this month.
  • Outstanding Balance: Sum of all unpaid invoices across all customers.
  • Overdue Accounts: Number of customers with invoices past due date.

These KPIs update automatically as invoices are created and paid.

Editing Customer Details​

  1. Click a customer name in the list or open their card.
  2. Click the Edit button on the customer detail page.
  3. Update any customer fields.
  4. Click Save.
info

Some fields like customer number can be edited, while others (like creation date) are read-only.

Deleting a Customer​

To delete a customer:

  1. Open the customer detail page.
  2. Click the Delete button.
  3. Confirm the deletion.
warning

Deleting a customer will also remove all associated addresses and may affect invoicing records. Use the Inactive status instead if you want to retain historical data.

VAT ID Management (B2B Customers)​

For B2B customers, you can:

  1. Enter a VAT ID in the customer information section.
  2. Click Validate to run a real-time VIES check.
  3. See validation results showing:
    • Valid or Invalid status
    • Company name from the registry
    • Registered address
    • Last checked timestamp
    • Reverse charge eligibility

Learn more in VAT Validation (VIES).

Customer Number Management​

  • Auto-generated: By default, customer numbers are generated automatically (e.g., C-001, C-002).
  • Custom Numbers: Edit the customer number field to use custom numbering (e.g., company-specific codes).
  • Changing Numbers: Can be edited after creation, though it is best to decide on your numbering strategy early.