How to Manage and Update Customer Information

Learn how to update customer information, manage emails, payment methods, credit settings, and keep profiles accurate and up to date.

In this guide, we’ll walk you through how to view and manage customer details using the Customer Profile feature in the Dashboard.

Customer Page Overview

The Customer page provides a list of all customers and key details at a glance. Here's a breakdown of each column:

• Company / Customer: Displays the name of the company or individual. You can click on the name to access the full customer profile.

• Export Code: A unique identifier used when exporting customer data.

• Type: Indicates the type of customer they are. 

• Country: The customer’s country of registration.

• Phone: The primary contact number on file.

• Email: The customer’s main contact email address.

• Source: Shows how the customer was added 

• Status: Indicates the registration status. If a customer is "Pending" and greyed out, they haven’t completed registration via the invite sign-up link. You can click “Resend Invite” to prompt them to register.

At the end of each row, you’ll see a menu icon (three dots). Clicking this gives you several options:

• Edit Identities: Allows you to update the customer's email and account email.

• Edit Company Info: Allows you to update the company name and company address.

Merge: Select "Merge" to combine this profile with another. You’ll be prompted to choose the profile you'd like to merge it into

Accessing a Customer Profile

1. Click on "Customers" in the navigation bar.

2. Use the search bar to find the customer.

3. Click on the customer’s name to open their profile.

Viewing and Filtering Orders

In the customer profile, you’ll see a list of all the customer's orders.

• To find specific orders, use the filter dropdown to narrow your search by status, payment status, or other filters.
• Use the date selector to filter by date

Viewing Customer Information

On the left-hand side, you’ll see all key details related to the customer, including name, contact details, company info, and account settings.

Editing Customer Details

To edit the customer's profile, click the menu icon (⋮) at the top of the profile. You’ll see the following options:

• Edit: Use this to update general customer information, including:

  • Name

  • Company Name

  • Phone Number

  • Customer Type

  • Company Size

  • Company Address

  • Price Group

  • Credit Account & Credit Limit

• Edit Identity: Use this to update or manage emails and phone numbers.

  • Click the star icon to set the primary email – this is the main contact email for the customer. You can have only one primary email per account. 

  • Click the dollar sign icon ($) to set the accounting email. Invoices and e-tickets will be sent to these emails. You can have multiple emails set as the accounting email. If you do not assign an accounting email, the system will use the primary Email for invoicing.

  • Click the plus icon (+) to add a new email address to the account. Click OK to save.

Managing Credit Terms

You can set credit terms for a customer if you'd like them to place orders on credit (i.e., without paying upfront).

To access these settings:

1. In the customer profile, scroll down to the "My Balance" section.

2. Click the menu icon (⋮) next to the balance:

Credit account settings: 

• Credit Limit: Enter the maximum dollar amount the customer is allowed to carry as an unpaid balance. Example: A $2,000 limit means the customer can place credit orders until their unpaid total reaches $2,000.
  • Tick "Unlimited": If selected, there will be no limit on the customer's outstanding balance. Use this only if you're comfortable offering unrestricted credit to the customer.

• Set Credit Terms: Choose how many days the customer has to repay the balance before it is considered overdue.

• • Use the dropdowns to define when a balance is marked as Overdue and Very Overdue. This helps your team monitor payment timelines and trigger follow-ups if needed.

Click "Save" to apply the settings.

Applying a Balance Adjustment:

Use this feature to manually adjust a customer's balance — either to correct an error or apply a credit or charge.

• Input an Amount: Enter a positive number to increase the customer's balance (e.g., to charge a fee), or a negative number to decrease it (e.g., to apply a credit).

• Add a Description: Enter a note to explain the reason for the adjustment (e.g., "Manual credit for overcharge" or "Admin fee applied").

Once entered, the Adjusted Balance will appear underneath, reflecting the updated amount. Click "Save" to finalize the adjustment.

Adding Payment Methods

In the Payment Methods section:

• Click "Add Payment Method" to add a card to the customer’s account.

• Any saved cards will appear here.

To remove a saved card:

• Click the menu icon (⋮) next to the card and select Remove Card.

Adding Internal Notes

You can add a Note to the customer profile for any internal info, reminders, or account-specific requirements. Notes will appear under the customer's name when you create a new order for easy visibility.