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Managing Customers

Customers are the lifeblood of your business. Ledgerflow makes it easy to manage your customer relationships, track their information, and monitor their transaction history.

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Customer Management Overview​

The Customers module in Ledgerflow allows you to:

  • Maintain a comprehensive database of all your customers
  • Track customer contact information and billing details
  • View transaction history and outstanding balances
  • Manage customer-specific pricing and terms
  • Generate customer statements and reports

Adding a New Customer​

Follow these steps to add a new customer to your system:

  1. Navigate to the Clients tab on the left sidebar menu

  2. Select the Customers tab

  3. Click the Add Customer button in the top right corner

  4. Complete the following information sections:

    Basic Information​

    • Name: Enter the customer's name (required)
    • Email: Customer's email address for communications
    • Phone: Primary contact number
    • Mobile: Alternative contact number
    • Website: Customer's website URL if applicable

    Address Information​

    • Address Line 1 & 2: Street address
    • City: Customer's city
    • State/Province: Select from the dropdown
    • Postal/ZIP Code: Postal code
    • Country: Select the customer's country

    Financial Information​

    • Opening Balance: Enter any existing balance the customer owes
    • As of Date: The date of the opening balance
    • Credit Limit: Set a maximum credit limit for this customer (optional)
    • Payment Terms: Default payment terms for this customer

    Tax Information​

    • Tax ID/VAT Number: Customer's tax identification number
    • Tax Exemption: Mark if the customer is exempt from taxes

  5. Click Save to add the customer to your database

Viewing and Managing Customers​

The Customers list view provides a comprehensive overview of all your customers:

  • Search: Quickly find customers by name, email, or other criteria
  • Filter: Filter customers by status, balance, or other attributes
  • Sort: Arrange customers by name, balance, or recent activity

Customer Detail View​

Click on any customer to access their detailed profile:

  • Overview: See key information and summary of activity
  • Transactions: View all invoices, payments, and other transactions
  • Notes: Add and view notes about the customer
  • Documents: Attach and access customer-related documents

Editing Customer Information​

To update a customer's information:

  1. Navigate to the customer's detail page
  2. Click the Edit button
  3. Update the necessary information
  4. Click Save to apply your changes

Customer Statements​

Generate statements to provide customers with a summary of their account activity:

  1. From the customer detail page, click Generate Statement
  2. Select the date range for the statement
  3. Choose to include paid invoices or only outstanding items
  4. Click Generate to create the statement
  5. Download or print the statement for sharing with your customer

Customer Insights​

Ledgerflow provides valuable insights about your customers:

  • Outstanding Balance: Track how much each customer owes
  • Payment History: View payment patterns and average days to pay
  • Sales Analysis: See purchase history and buying patterns
  • Profitability: Analyze which customers are most profitable

Best Practices for Customer Management​

  • Keep customer information up-to-date, especially contact details
  • Regularly review customer credit limits and payment terms
  • Document important customer interactions with notes
  • Follow up promptly on overdue payments
  • Maintain professional relationships through timely communication

Coming Soon Features​

  • Customer Portal: Allow customers to view their invoices and make payments online
  • Customer Segmentation: Group customers by industry, size, or other criteria
  • Automated Reminders: Set up automatic payment reminders for customers
  • Custom Fields: Add custom fields to track customer-specific information