Records
Customers
The companies you bill. Their payment terms, credit limit, approval and who owns the account.
A customer is a company you move freight for and bill. Each customer record holds payment terms, a credit limit, an approval status and an owning sales agent. These matter: a load can only be booked for a customer that is approved and inside its credit limit (R2).
- Where
- Records › Customers (/customers); New customer (/customers/new); Edit (/customers/[id]/edit)
- Who opens it
- Customers · view
- Add
- Customers · create
- Edit
- Customers · edit (a sales agent only edits customers they own)
- Approve / change status
- Customers · approve
- Audited
- customer.create, customer.update
What you see
The numbers band
| Number | What it counts |
|---|---|
| Accounts | Customers on file. |
| Owed | Unpaid invoices plus loads in flight, across all customers. |
| Over limit | Customers whose exposure is above their credit limit. |
| Credit | A bar split into Clear, Near, Over and Held (not approved). |
Filters
A search box, a status menu (All statuses, Approved, Pending, Rejected), and chips:
| Chip | Shows customers that |
|---|---|
| Over limit | Have passed their credit limit. New loads go for a credit decision. |
| Near limit | Are at 85% or more of their limit. |
| Not approved | Are awaiting or were refused a credit decision. Loads are held. |
| Owing | Have an open balance. |
Columns
| Column | Shown by default | What it holds |
|---|---|---|
| Customer | Always | The name. |
| Status | Yes | Approved, Pending or Rejected. |
| Terms | Yes | Payment terms in days. |
| Owed | Yes | Exposure: unpaid invoices plus open loads. |
| Against limit | Yes | A bar, a percentage and a word: within, near or over the limit. |
| Loads | Yes | Number of loads. |
| Agent, Contact, Days to pay, Limit, Last load | Hidden | Turn them on from the column menu. |
The list is sorted by how much of the limit is used, highest first. Click a column to sort by it.
Exposure and load counts on this screen are worked out from the loads you can see. A sales agent sees figures for their own loads only (R9).
The customer drawer
Click a customer to open a side panel:
| Section | What it holds |
|---|---|
| Account | Contact, email, owning agent, payment terms, average days to pay, last load. |
| Credit | Credit limit, exposure, invoiced and open, in flight and unbilled, portal access. |
| Company | Trading as, phone, parent company, billing address, approval (who decided and their comment), notes. |
| Activity | Loads, open loads, lifetime revenue, balance owed. |
| Statement | Every invoiced load, aged from its invoice date against its terms, plus debit and credit notes. |
Run credit check (a credit bureau) and History are shown but not connected yet. Import and Export on the list are not built yet.
Add a customer
Press New customer
On the list, or open /customers/new.Who they are
Registered legal name (required), trading as, primary contact, email, phone, billing address. (Look up by DUNS is not connected yet.)Credit and terms
Payment terms in days (0 to 180; 0 means cash on delivery), credit limit, status, and the account owner.More details
Parent company and notes, if needed.Save
If the name looks like one you already have, you get a warning first (see below).
Status when you add a customer
| You have | The new customer starts as |
|---|---|
| Customers · approve | Whatever you choose: Approved, Pending or Rejected. Your decision is recorded as the review. |
| No approve right | Pending. Approvers are notified: New customer to approve. Loads are held until somebody decides on Approvals. |
An approved customer must have a credit limit. An approved customer needs a credit limit — every load is measured against it.
A sales agent can only file a new customer under their own name.
Duplicate warning
Before saving, the name is compared with every customer you have. Words like Inc, LLC, Corp, Co, The and punctuation are ignored, and near-spellings are caught. If there is a likely match:
This may be a customer you already have: Ridgeline Imports has a similar name. Check it, then choose "Save anyway" if it really is a different company.
Press Save anyway to keep going. The audit entry notes that it was saved despite the warning.
Edit a customer
Open the customer and press Edit (or go to /customers/[id]/edit). Some fields are protected:
| Field | Who can change it here |
|---|---|
| Name, contact, email, phone, address, terms, parent, notes | Customers · edit |
| Status | Only an approver. Otherwise: Only an approver changes a customer's status — it is decided on Approvals. |
| Credit limit | Not here. A credit limit changes through a credit request, so somebody with credit authority decides it. See Credit limits. |
| Account owner | Not here. Moving an account to another agent is done on Transfer accounts. |
A sales agent can only edit customers in their own book. Every edit is audited with before and after values.