Adding a customer
1
Open Sales, then Customers
Choose New customer.
2
Enter their identity
3
Enter contact details
Primary contact name, email, phone. The email is where invoices are sent, so use the one that
actually pays bills — often accounts@, not the person you deal with day to day.
4
Enter addresses
Billing address, and a shipping address if it differs. Both can appear on the invoice.
5
Set payment terms
Their default due date. This overrides your global default for this customer.
6
Set a credit limit if you want one
Optional. Useful for customers with a habit of stretching.
7
Save
They are now selectable on any invoice, quote or credit note.
For business customers, collect the TPIN when you open the account, not when you first need it.
Chasing a TPIN to transmit an invoice to ZRA is a conversation nobody enjoys.
Adding a vendor
Vendors work the same way, with two additions that matter:Keeping the directory clean
A directory with three entries for the same customer produces three statements, none of which is right.Customer statements
A statement lists every transaction with one customer and shows what is outstanding. It is the single most effective collection tool you have.1
Open the customer
From Sales → Customers.
2
Choose Statement
Set the period you want covered.
3
Review it
Invoices, credit notes, payments and the running balance, with aging.
4
Send it
Download as PDF, or email directly to the customer.
Aging
Aging groups what a customer owes by how late it is:
The aging report shows this across all customers at once.
Vendor statements
The same in reverse: every transaction with one vendor, and what you owe. Use these to reconcile against the vendor’s own statement before paying — it is the reliable way to catch a bill you were invoiced twice for, or a credit note the vendor never applied.Customer and vendor history
Open any customer or vendor to see:Practical habits
- Set terms per customer. A customer who always pays in 45 days should have 45-day terms, so your aging report reflects reality.
- Send statements on a fixed day. The first working day of each month, without exception.
- Act at 30 days, not 90. Debt recovery rates fall sharply with age.
- Record what you promised. If a customer commits to paying on a date, note it on the invoice so the next person chasing knows.
Related: Recording payments and
Reports and statements.