BestInvoicing.com
  • Welcome
  • Tutorial 1: The Basics
    • 1. Create an Account
    • 2. Create a Customer
    • 3. Create a Product
    • 4. Create an Invoice
    • 5. Configure the Layout
    • 6. Payment Follow-up
    • 7. Let's Roll
  • Tutorial 2: Automate to Save Time
  • Tutorial 3: Process your Purchases
  • BASIC MODULES
    • Customers
    • Products
      • How Can I Update My Product List (e.g. Price Changes)?
    • Proposals
    • Invoices
    • Credit Notes
    • Payments
      • Incoming Payments
      • Outgoing Payments (Purchases)
  • APPS - INTEGRATIONS
    • ! Activating Apps and Integrations
      • Are All Available Apps and Integrations Available for Free?
    • Additional Text Fields
      • How Can I Insert Intertitle(s) Into Documents?
    • Cash Register Tickets
    • Complex Products
    • Delivery Address
    • Delivery Date
    • Delivery Notes
    • Discounts
    • Empty Goods
    • Foreign-Language Customers
    • General Ledger Accounts
    • MailChimp
    • Other Currencies
    • Order Confirmations
    • Order Reference
    • Payment Requests
    • Preset Emails
    • Price Segmentation
    • Product Photo
    • Purchase Orders
    • Purchases
    • Self-Billing Invoices
    • Site Address
    • Stock Management
    • Subscriptions (Recurring Invoices)
    • Tasks
    • Units of Measure
  • SETTINGS
    • Dashboard
    • Personal Settings
      • How Can I Change My Login Email Address?
    • My Subscription
      • Recommend BestInvoicing!
    • Company Information
    • Default Values
    • Email Settings
      • Sending Options
        • Send via Own Domain Name
        • Send via Global Address
        • Send via Open Server
        • Send via Microsoft
        • Send via Google
        • Send via SMTP
      • Email Texts
      • Default CC and BCC Addresses
      • Email Templates
    • Attachments
      • How Can I Add My General Terms and Conditions?
    • Journals
    • Automatic (Payment) Reminders
    • Users
    • Custom Fields for Contacts
    • Legal Notices
    • GDPR
    • Importing Data
    • Theme
    • Numbering
      • My Last Invoice Had No. 115, How Can I Start in Bestinvoicing with Invoice No. 116?
  • CONNECTIONS
    • Connect Your Bank Account
      • Ponto
    • Connections for Accountancy
    • Connections for Online Payment
      • Mollie
    • Backup & Synchronisation
      • Google Drive
      • DropBox
      • SFTP (own server)
      • BestInvoicing Drive
      • OneDrive
    • Connections for Webshops
      • Shopify
      • WooCommerce
  • MORE FEATURES
    • Exporting Data
    • Processing Lists
    • Send Documents by Email
    • Send Documents by Mail
    • Send Documents via PEPPOL
    • Sign Documents Online
    • Tags
    • VAT Number Validation
  • TEMPLATES
    • Using BestInvoicing Templates
      • How Can I Change the Default Order of My Templates?
    • Match Templates to Your Corporate Identity
      • Document Templates
      • Emailtemplates
    • Modifications via internal code
  • FREQUENTLY ASKED QUESTIONS (F.A.Q.)
    • Overview F.A.Q.
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On this page
  • Basic Module
  • Create Basic Customer File
  • Add More Options per Customer
  • Adding Extra Information Fields
  • Overview Customer Data
  • Managing Contacts
  • Import/Export Customers
  • Importing Customers
  • Exporting Customers
  • Attachments
  • One Invoice from Multiple Delivery Notes
  • Extensions
  • Languages and Currencies
  • Price Segmentation per Customer
  • MailChimp

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  1. BASIC MODULES

Customers

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Last updated 2 years ago

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In the customer module, customer files are managed. These customer files contain all the information about the customer and can be used throughout the software, such as when creating documents.

Basic Module

Create Basic Customer File

To create a new customer, navigate to 'Customers' in the BestInvoicing menu to the left:

You can add a new customer via the green button at the top right. The information on your customer (name, address, contact details, ...) is filled in in the blank customer file.

At customer level, you can already indicate which VAT regime is applicable. By default the 'standard rate' of the pertaining country is set, but you can also indicate other regimes. The applied VAT regime can also be entered or altered when creating a document (proposal, invoice, ...).

If you have completed all the information, click the green 'Add' button at the bottom. You can edit the customer file, just like other entities in BestInvoicing, at any time via the yellow 'Edit' button.

You can decide to only enter your customer data at the moment of creating a new document. The customer data that's entered directly in a document can easily be 'Saved as new customer' to create a customer file.

Add More Options per Customer

The basic information per customer can be extended with additional fields. These can be found at the bottom of the customer file, behind the button 'More Options'. The following fields are available:

Examples of additional settings per customer:

  • specific payment term

  • discount (financial discount or general discount)

Alternative email addresses for specific documents can also be specified here. For example, a customer may request that invoices or order forms should not be sent to info@thiscompany.com, but to finance@thiscompany.com. The available types of documents listed here depend on how many document modules you have activated.

Adding Extra Information Fields

Overview Customer Data

As part of the customer file, you will see a field 'Internal note': this is a free text field. You can use this field e.g. to enter specific customer details. Internal note information is not displayed on your documents and will only be visible in the BestInvoicing interface.

At the bottom of the customer record, the general turnover linked to this customer will appear, as well as the turnover per product bought by this customer. BestInvoicing uses the data from created invoices + cash register tickets - credit notes for this purpose.

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Using the 'Full Report' button (above the 'Revenue by Product' chart), you can see the products sold to this customer in a report.

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Managing Contacts

If your customer is a company, you can add a specific department or contact person within that company via the green button 'Add Contact'.

In the field 'Attn.' of an invoice, the specific information of a contact person/department can be included. If you entered a different address for your contact person than the address for your 'Customer', the address data of your 'Customer' will be overwritten with those of the specific contact person or department.

Import/Export Customers

Importing Customers

Exporting Customers

Attachments

It is possible to link a certain attachment document to your client file (e.g. contract - signed or pending, special conditions, ...).

In the example below, a signed contract is uploaded. Other possible uses:

  • Photos of the follow-up of the work, to be forwarded to your client afterwards

  • A prepared quality certificate, to be sent together with your invoice to your client

One Invoice from Multiple Delivery Notes

Some customers may receive multiple deliveries from your company per time period (e.g. 1 month). It is then convenient to send them an invoice just once a month. In BestInvoicing you can easily combine the products and prices from multiple delivery notes into one invoice, directly from the customer file.

Extensions

Languages and Currencies

It is possible to indicate a different currency or language at customer level. If you choose, for example, French, all documents created (proposal, order confirmation, invoice, ...) to this customer will be created in French. The translations of the documents' default texts are provided by BestInvoicing.

This means that e.g. the standard bottom text on an invoice will be translated into the customer's language. However, if you have modified this bottom text or are using a custom version, be sure to provide your own translation.

Price Segmentation per Customer

MailChimp

It is also possible to retrieve all company data with just one click via the customer's VAT number. This data retrieval works by linking the .

A customer number is automatically assigned. You can also set the numbering structure yourself; .

Adjusting the standard VAT regime for your entire organization? to do it.

Specific payment term: this overwrites the default general payment term, set at company level. If the default payment term is 14 days but you assign 30 days to this particular customer, the documents linked to this customer will have 30 days instead of 14 days payment term. This also applies to any that would be sent out for this customer.

It is also possible to create your own information fields for your contacts. In these fields you can add extra information on contact level (suppliers and/or customers), which may be important only to your specific business. This type of field can also be displayed on your documents, if desired. Read the documentation on '' to learn how to create and use these fields.

Based on a simple , you can import an existing customer list into BestInvoicing. In just three steps you have already uploaded your entire contact list. Such import is also possible for a list of suppliers, or products. How to perform an import .

You can also from BestInvoicing with one click. Click the blue button 'Actions' at the top right to export and download a csv file. This file can be opened with any spreadsheet software (such as Excel).

You can also upload attachments at company level. This may be applicable for General Terms and Conditions. .

The products or services mentioned on the documents are displayed in the language in which you have created or entered them. In order to mention the products on the invoice in French for example, you have to provide a French translation of your product names. you can do this.

You can manage which languages you want to offer in BestInvoicing via the app ''. Currencies can be managed via the '' extension.

If you have activated the app 'Price Segmentation', you can start applying it to your products. If you use different prices for different customer categories (e.g. business or private), it is possible to create different price segments. Per product you can create several price categories and their corresponding prices. In the customer file you can assign a customer to a certain segment. how you to create a price segment.

If you've activated the app 'MailChimp', you can synchronize your customer list with a list in MailChimp. This way you can easily send newsletters to your current BestInvoicing customer base via MailChimp. how to use this application.

European VIES database
read here how to do that
automatic payment reminders
Custom fields for contacts
csv file
can be read here
Read here how to set this up
Foreign-Language Customers
Other Currencies
Read here
Read here
Read here how
export your customers
Read here how