Customers

For: business owners managing their customer list. Where: Customers in the navigation, or go to /customers.

Role descriptions below refer to built-in roles. Custom roles use their assigned permissions. Guests also follow their permitted modules and any named-record limits. See Roles and permissions.

Customer list

The Customers and Suppliers tabs choose the contact role. Their counts cover all contacts in each role. A contact can have both roles. Changing role clears the other filters.

Made with Pepper never adds amounts in different currencies. A customer with open invoices in euros and US dollars shows two lines, for example €1,250.00 and $480.00.

Below 640 px, each customer is a stacked row. The name and the balance due come first. The status, type, email and payment rhythm follow, then the Edit and Delete icons.

Click a customer row to open the customer record. Return through Customers above the record to keep your filters and focus the same customer.

Views, search and sorting

Use View below the tabs to choose All, Active, Inactive, Business or Individual. Choose one view at a time. Its counts cover the selected contact role before search and tags.

Use Tags, or click a tag on a customer row or record, to narrow that view. The selected tag appears after the dropdown. Click it to remove only the tag filter. The tabs and filters stay available on phones.

• Type in the Search customers... field to search the name, the email and the contact person. The list updates as you type.
• Click the Name or the Type column heading to sort by that column. Click it again to reverse the order.
• Group by has No grouping and Type. Type shows the business customers first and the individual customers after them, each under a heading with its count.
• Per page shows 25, 50 or 100 customers.

The page address keeps the view, tag, search, sorting, grouping and page. A bookmark or the browser's Back button returns to the same list. If no customer matches, the list says "Nothing matches these filters". Click Clear filters to clear the contact view, search and tags within the selected Customer or Supplier role. Sorting and grouping stay in place.

Payment rhythm

Owners, admins and accountants see up to 12 small squares for each customer. Each square is one of the customer's last 12 issued invoices, oldest first. Drafts and cancelled invoices are not included.

A legend under the list shows these labels. Point at a square to see the invoice number. Latest names the most recent issued invoice's state. It does not rate the customer or predict a payment. An overdue invoice with a partial payment stays Overdue until settled.

List actions

These buttons sit at the top of the page:

Below 1280 px, Export and Import are in a menu. Click the button with three dots (More) in the page header to open it.

Owners, admins and employees also see an Edit icon and a Delete icon at the end of each row. From 1024 px wide, the icons show when you point at the row or move the keyboard focus into it. On narrower screens, they always show.

Creating a customer

Click Add customer to open the customer form. You can also create a customer while you write a document: click New customer under Bill to on the sheet. That dialog asks for the name and the type only; the email address, the address and the language are optional there. See Choose the customer. The customer form has these sections:

• Customer identity: type, name, contact person, email, phone, VAT number and electronic address
• Billing address: address lines, city, state or province, postal code and country code
• Shipping address: the same fields. Click Show shipping address when the delivery address differs from billing
• Internal notes: private notes, tags, the Document language and the Active switch
• Reminder schedule: the per-customer reminder override

Enter both the electronic address scheme and the electronic address, or leave both empty. The form checks the format and the check digits for several schemes. You cannot use an email address. Use the identifier under which the customer is registered to receive invoices. If you are not sure, ask the customer.

The UBL XML export needs the customer name, country code and electronic address. A reverse-charge line also needs the customer VAT number. If both you and the customer are in the Netherlands, it also needs the street address, city and postal code. If both parties are in Germany, it needs the city and postal code. A change to the customer applies to documents you finalize after the change.

A new draft or recurring schedule takes the customer's Document language. You can change Language on the draft or the schedule. When you issue a document, Made with Pepper freezes its language. A later change to the customer does not change it.

Click Create customer to save the record and open it. If a required field is empty or invalid, Made with Pepper saves nothing and keeps what you typed. Errors appear above the form and at each affected field. If you leave the form with unsaved changes, Made with Pepper asks you first.

The Contacts section appears after you create the customer. Open Edit to add contacts.

Editing a customer

Click Edit on the customer record, or the Edit icon in the customer's row on the list. The form is the same as the create form with the current values filled in. Click Save changes to save and return to the record.

Customer record

Click a customer on the list to open the record at /customers/{id}.

Header

The header shows the customer name and Active or Inactive on wider screens. Customers above it returns to the source list. The available actions are:

• Statement opens the customer statement for this customer. Owners, admins and accountants see it. Below 1280 px, it is in the menu behind the button with three dots (More).
• New engagement opens work for this customer when your role can create engagements. Below 1280 px, it is under More.
• Edit opens the customer form. Owners, admins and employees see it.

Under the header, the record shows the type, the contact person, the email address and the phone number.

Payment rhythm on the record

Owners, admins and accountants see the last 12 issued invoices as payment marks, as on the list. A line under them reads, for example, "83% on time · 18 days to pay on average". The line appears when the customer has at least one paid invoice with a payment. The exact balances follow under Figures.

Figures

Owners, admins and accountants see three figures, with one amount per currency:

A credit note adds nothing to these figures itself. It lowers the balance of its invoice.

Documents

The Documents table lists the customer's invoices, quotes, credit notes and pro-formas that you can open, newest issue date first, 25 per page.

Below 1024 px, the table omits the due date column. Below 768 px, each document is a stacked row. The number, type and amount come first. The status and lifeline follow when the document has one.

Filter the table with All, Invoices, Quotes, Credit notes and Pro-forma. Each filter shows its count. The filters stay above the table; on narrow screens, scroll their row to find another type.

Only an issued invoice that is not cancelled has a lifeline. It shows where the invoice is in its life. A dot marks the issue date and a tick marks the due date. Green fills the paid share of the total and a neutral blue-gray mark fills the credited share. A red tail shows the days after the due date while the invoice is overdue or was paid late. Words next to the lifeline give the state:

An issued quote, credit note or pro-forma and a cancelled invoice have no lifeline. Their lifeline cell is empty.

Details

From 1280 px wide, Details is a column at the side of the record. Below that width, it follows the documents. It shows:

• Type, Customer since, VAT number and Electronic address
• For owners, admins and accountants: Last invoice, Payments, Average days to pay and On-time rate, with the payment rhythm legend. Payments does not count refunds or reversed payments
• Billing address and Shipping address
• Contacts, each with the name, role and email. Billing contact marks the primary billing contact. Receives invoices and Receives reminders are crossed out when the setting is off
• Internal notes
• Tags. Click a tag to show the customer list with that tag

Average days to pay and On-time rate use paid invoices with at least one payment. Average days to pay counts the days from the issue date to the last payment. On-time rate is the share of those invoices whose last payment came by the due date. An invoice that credit notes settled without a payment is not included.

What each role sees

Customer contact details require permission to view customers. People using the built-in Employee role see only documents they created, including totals and balances. They cannot see payment rhythm, aggregate figures or payment facts under Details. Without permission to view financial summaries, settled lifelines say "Settled" instead of paid early or late. Search, document counts and links follow the same document access rules.

Suppliers

A contact can be a customer, a supplier or both. You choose suppliers when you record purchases. A company you sell to and also buy from is one contact with both roles, so its name and tax number are kept once.

• In the contact form, under Internal notes, turn on Customer, Supplier or both. At least one is required.
• Use the Customers and Suppliers tabs above the list. The same tabs stay available on a phone.
• In the Suppliers view, click Add supplier to open the form with the supplier role on.
• In a new purchase, click New supplier to add a supplier with its name, country and tax number.

Invoices, quotes, engagements and recurring schedules accept customers only. Made with Pepper refuses a supplier-only contact there, whatever screen or connection sends it. Purchases accept suppliers only. The customer CSV export contains customers only. Supplier contacts follow the same permissions as customers.

Customer contacts

Each customer can have multiple contact persons. Contacts control who receives invoice emails and payment reminders.

To manage contacts, edit the customer. Each change in the Contacts section saves at once, on its own:

• Add contact opens a dialog: Name and Email (required), Role and Phone
• Edit contact opens the same dialog for a contact. It also has Active
• Primary billing contact: mark the main billing contact. One contact can have it; marking another one removes it from the first. It gets emails only when it has Receives invoices or Receives reminders
• Receives invoices: choose whether this contact receives invoice emails
• Receives reminders: choose whether this contact receives payment reminder emails
• Delete: remove a contact. Made with Pepper asks first

Owners, admins and employees manage contacts. Each change appears in the audit log as a customer update.

Who receives emails

The same rule applies to the send dialog, recurring auto-send and reminders:

Made with Pepper does not use the customer's email address when an active contact with the same address turned the flag off. There is no other fallback. The Primary billing contact does not get the email unless it has the flag.

Example: Pine Street Bakery in Portland has [email protected] as its customer email. Its only contact, Dana, has Receives invoices on and Receives reminders off. Invoices go to Dana. Reminders go to [email protected], unless Dana uses that same address.

If nobody can receive a document email, the send dialog says "No contact receives invoices. Turn on Receives invoices for a contact, or add an email address to the customer." If nobody can receive a reminder, the invoice page says "No reminder recipient. Turn on Receives reminders for a contact, or add an email address to the customer." Made with Pepper then refuses a manual reminder with "No contact receives reminders for this customer."

Deleting a customer

Only owners, admins and employees can delete customers. The Delete icon is on the customer list, at every screen width.

1. On the customer list, click the Delete icon in the customer's row.
2. The dialog asks "Delete Pine Street Bakery?" and says "Pine Street Bakery leaves your customer list. Documents already issued to them stay unchanged."
3. Click Delete.

Made with Pepper soft-deletes the customer. The record stays in the database, and existing documents keep their data.

CSV import

Click Import on the customer list, or go to /customers/import.

1. Upload a CSV or TXT file of up to 5 MB.
2. Click Upload and preview.
3. Map CSV columns to Made with Pepper fields.
4. Check the preview of the first 5 rows.
5. Click Confirm import to create customer records.

Each row needs a name. An email address is optional. Made with Pepper skips duplicate email addresses and reports invalid rows with error messages. See Import customers from CSV.

CSV export

Click Export on the customer list page to download all customers as a CSV file. The export includes all fields: name, email, type, address, VAT number, and status.

A text cell that starts with =, +, -, @, a tab or a line break gets a leading apostrophe ('). A spreadsheet then shows the text and does not run it as a formula. The import removes the apostrophe again.

Permissions

• Owner and Admin: full access to all customer operations
• Employee: can create and edit shared customers and see their own documents. Cannot export customer data
• Accountant: can view customers but cannot edit

What is not included

• Customer merge: combining two customer records into one is not available
• Customer portal: customers do not have login access. They interact through signed URLs for quote acceptance and emailed PDFs

Related pages

• Import customers from CSV
• Create and send an invoice

Read a customer record

Open the customer name from the register. The record keeps the customer's identity above actions and related work. On a phone, use the available actions and expand context when needed.

The access descriptions above cover built-in roles. Custom roles and guest scopes can narrow the visible records. See Roles and permissions.