Customers

Keep all customers (individuals, legal entities, sole proprietors) in one place and see the full history, company details, credit status and contact persons on their card.

“👥 Customers” is the heart of the CRM. The list shows the customer type (IND, LE, SP), name, phone, email, company, owner and status. Click a customer's name to open their card: company details, credit and debt, contact persons, financial figures and the full activity feed are all in one place.

Adding a new customer

Click “+ New customer”.

Select the type at the top: “Individual”, “Legal entity” or “Sole proprietor”.

Fill in the “Main” section: “Company name *” for a legal entity, “Full name *” for the others, plus TIN (VÖEN)/FIN, phone, email and address.

In the “Address and segment” section, enter the “Short name”, “Segment”, “City”, “District” and the GPS location.

In the “Details” section, enter the tax regime, VAT payer status and “🏦 Bank details” (bank, IBAN, code, SWIFT).

In the “Social media” and “Other” sections, enter the website and Instagram, and select “Customer language”, “Status” and “Owner”.

Click “Save”.

Setting the GPS location

In the customer form, open the “Address and segment” section.

If you are at the customer's location, click “My location” (allow location access in your browser).

Or paste a Google Maps link into the “or paste a Google Maps link here” field — the coordinates are picked up automatically.

Or click the customer's location on the map; to remove the point, click “✕ Clear”.

Working with the customer card

Use the buttons at the top of the card to send an “📧 Email”, write on “💬 WhatsApp”, add “📎 Files”, or edit with the pencil icon.

In the “👥 Contact persons” section (“Management and staff” for a legal entity), add the director, chief accountant and others with “+ Contact person”; mark the primary contact person with ☆.

Type in the “Add a note...” field and click “Add” — the note is added to the activity feed.

Use the filter buttons in the feed to show only calls, emails, deals, files, etc.; click an entry to open the related document.

Use the buttons at the bottom to create a “+ Meeting”, “+ Contract”, “+ Project”, “+ Case” or “+ Invoice”.

Search, filters, Excel import and export

Type a name, phone, email, company, TIN or contact person's name in the “Search...” field.

Use the filters: type, status, owner, company name, condition, segment, city; reset them with “✕ Clear filter”.

Click “⬆️ Export .xlsx” to download the list as an Excel file.

For bulk import, click “⬇️ Import .xlsx” and select the file; the result shows how many customers were added and how many were skipped as duplicates.

Rules

A TIN (VÖEN) is required for a sole proprietor (SP); the TIN must be 10 digits, and you cannot create a second customer with the same TIN.

The FIN must be 7 characters (letters and digits); a FIN is not stored for a legal entity.

A phone number can belong to only one customer: 050 123 45 67, +994 50 123 45 67 and 994501234567 are treated as the same number.

When you change the type, data belonging to the previous type (company, TIN, FIN, company details) is deleted after you confirm.

For GPS, both latitude and longitude must be entered; this point is used for check-in during visits.

A seller cannot choose the owner — they become the owner of the customers they create; admins and managers can assign any employee.

The condition (New, Active, At risk, Blocked, Lost) is calculated automatically: debt over the limit or a finance block — Blocked, a long delay in payment — At risk, no orders for a long time — Lost.

Only a user with the edit permission for Finance can change the credit limit and block, using the “Limit” button in the “Credit and debt” panel.

Excel import requires both the add and delete permissions for Customers; the file must be .xlsx (up to 5 MB) and must have a “Name” column. Rows with an existing TIN, email or phone are skipped.

Export requires the export permission; deleting a customer requires the delete permission.

A note can be deleted by its author, a manager or an admin.

The number of new customers is limited by your plan’s customer limit (shown on the “Subscription” page).

If the “Sellers see only their own customers” setting is on, a seller only sees the customers they own and their teammates' customers.

The customer name is shown by the same rule in every section (orders, invoices, cases, projects, visits, reports): legal entity — the company name; individual and sole proprietor — the person’s name. An individual’s “workplace” is not shown as the customer name. An individual can also have contact persons (family member, representative, lawyer) — e.g. someone who speaks on their behalf.

Debt is in one place on the customer card — the “Credit and debt” block: current debt is split into orders and invoices, each opens its list. Click the “Risk” number to see how the score is made up (delay — 40, overdue share — 25, limit — 20, drop in orders — 15 points). With no orders/invoices yet it says “not enough data”.

If the customer has no email, the “Email” button is disabled; with no phone, “WhatsApp” is disabled. The “+ add email / phone” link next to them opens the card editor.

Phones are shown as “+994 50 123 45 67”; click a number to call, an email to write. Empty cells show “—”. The “Customer stage” (New, Active, Risky, Blocked, Lost) changes automatically — hover the badge to see the rule. If the history is empty, you can log a call, plan a meeting or write a note right there.

To see the correct column headers for the import file, first run “⬆️ Export .xlsx” and use that file as a template. Columns: Type, Name, Company, TIN, FIN, Phone, Email, Address, Segment, City, etc.