Customers

Your customer records, their contacts and statements, and the template your invoices print with.

Find them under Sales Customers.

Customer details

New customer on the Customers page, and Edit on a customer's profile, open a page of its own, as a new invoice does. Two cards come first, side by side: Details (picture, ID, company, names and Category) and Contact (email, phone and website). Under them are cards for Address, Payment and tax (currency, payment terms, VAT / TIN number and the advance), Custom fields and Delivery address. Select Create customer or Save changes at the top, or Cancel to go back. Suppliers have the same page, with the default account under Payment and tax and a Bank details card.

When you are writing an invoice, quote or order, + New customer in the customer list opens a quick window instead, so you stay on the document; the new customer is chosen on it when you save.

Category. Each customer or supplier has one category, such as Food & beverage or Healthcare, and it is required. Choose it from the list beside Website; type in the list's search box to find one. To add one that isn't there, select + New category at the top of the list and type its name. Customers and suppliers each have their own list, kept in their app's settings and in Productivity Categories, where one category can also be put in several places at once.

The customer page

Each customer has a page with their profile on the left: their picture, name and ID, then Contact (email, phone, website and address), Business (tax number, payment terms, currency and any custom fields) and their Category. Each line has an icon instead of a label, and a line with nothing in it isn't shown. Select the email to write to them or the website to open it. Edit, at the top of the profile, opens the customer window. On a wide screen the profile stays in view as you scroll.

Delivery addresses. A customer can have several places goods go to: a head office, a branch, a warehouse. A new customer's page has a Delivery address card with Same as billing address switched on: the customer then gets a delivery address called Billing address that follows their billing address, even when it changes later. Switch it off to type a different one, or leave it empty for a customer you never deliver to. Under Delivery in the profile, select Add a delivery address and give it a name, the address and, if you like, who receives it and a phone number. The first is the usual one; turn on The usual delivery address on another to put it first. Select an address's name to change or remove it. On a quote, a sales order, an invoice or a recurring invoice for that customer, Ship to is set to the usual address; choose another or No delivery address. For a customer with no delivery addresses, Ship to is greyed out. It prints as a Ship to box beside the customer's own address. The document keeps a copy of the address, so changing the customer's address later doesn't change a document already sent.

On the right are their balance, the Actions (New invoice, New quote, New sales order, Credit note, Delete customer), and a tile for each of invoices, quotes and orders, payments, statement, insights, items bought and documents. On a phone the profile comes first and the rest follows under it.

Invoices, quotes, orders and statements print the customer's ID under their details, and Attn: with the person's name when the customer is a company with a named person. The search at the top of every page finds a customer by name, ID, or the person's first or last name.

Deleting. A customer can't be deleted while it has invoices, quotes, orders, credit notes, cheques, bank transactions or documents on its page, or while Point of sale records counter sales against it.

Export and import. The export file starts with id, name, first_name and last_name, and ends with entity (which of your companies trades with them). Importing a file with those columns brings the ID and the person back; when a file has first and last name columns, its name column is read as the company. Pictures are not part of the file.

Statements

Credit notes show on the statement when they are issued, and refunds when they are paid, so the balance is what the customer owes less any unused credit. Select Print statement for a statement to send the customer, or Copy statement as CSV to paste it into a spreadsheet.

Invoice templates

Set how invoices look under Settings My apps Invoices Templates. You need the Admin level in the app. New template opens a form that starts as a copy of Standard; nothing is created until you select Save, and Cancel leaves without one. The settings are on the left in groups (Template, Header, Footer, Show) and the sheet is on the right, with Save, Set as default, Duplicate, Delete and Print preview above it. The template documents print with is marked Default beside its name.

A new template starts with a design. It opens on the Designs list in the right panel. Blank, the first one, gives an empty header and only the items table and the totals; add whatever else you want from the Add panel. Any other design gives a complete document to change. You can pick a different design at any time; the arrow goes back to the other settings.

The template page is a block editor. A document is rows, each row has one to four columns, and each column holds blocks. Header and body are built the same way, and any block can go in either.

• Toolbar (always at the top): Add and Layers open and close the left panel; Guides shows or hides the outlines of rows and columns; Undo and Redo (also Ctrl or Cmd + Z, with Shift to redo); move up, down, left and right; hide or show; duplicate (text, spacer and divider blocks); remove (also the Delete key). Save, Duplicate and Print preview are at the right end.
• Add (left panel): a new row of one, two, three or four columns, a column for the selected row, and blocks. Basic blocks are Text (your own words), Image, Field, Spacer and Divider, and can be used as often as you like. An Image block holds a picture of your own (PNG, JPEG or WebP, for example a stamp, a seal or a scanned signature); choose it under Content and set its width in millimetres. Large pictures are made smaller so the template stays light. A Field block shows one value of the document wherever you put it: its number, title, customer or status, or any line of its details such as the issue date or due date, with or without its label. Company and document blocks (logo, company name, tagline, address, contacts, document title, status stamp, document details, custom fields) and the document's own parts (From, Bill to, items table, amount in words, totals, payment, QR code, VAT summary, notes, signature, signature lines) can each be on the page once; one already on the page is greyed. A new block goes after the selected block, or at the end of the selected column, or in a new row at the end.
• Patterns (in the Add panel): ready-made groups you drop in and then change like anything else. For the header: Logo and details, Centred header, Three-part header, Header on a band, Letterhead. For the body: Addresses side by side, Addresses in boxes, Totals in a box, Payment and VAT. For either: Two signatures, Three signatures, Stamp and signature, Thank-you note, Notice box. A pattern goes under the selected row (or at the end). If it uses something that is already on the page, such as the logo or the totals, that block moves into the pattern rather than appearing twice. One step of Undo takes a pattern out again.
• Layers (left panel): the header and body as a tree of rows, columns and blocks. Select a layer to select it on the sheet, fold a group with its arrow, hide a block with its eye, and drag a layer to move it (a block can be dragged to any column, including from the body to the header). Footer and the following pages' header and footer are listed below; select one to open its settings.
• The sheet: select a block, an empty part of a column to select the column, or the space between columns to select the row. Drag a block into another column. Press Escape to clear the selection.
• Right panel: with nothing selected it lists the template's settings (Designs, Page setup, Typography, Colours, Header, Footer, and the following pages' header and footer). With something selected it shows where it sits (for example "Body › Row 3 › Column 2 › Totals"; select a step to move out) and its settings. Style is the same everywhere: fill, border, border width, corner radius and padding, plus gap and margin for a row, alignment for a column, and text colour, size, weight and alignment for a block. Content appears for blocks that have something to set: the words of a text block, tagline or signature line, an image's picture and width, what a field shows, a spacer's height, and the options of the logo, title, address boxes and items table.

Templates made before the block editor open exactly as they were and are saved in the new form the next time you save them. On bills, purchase orders and other documents that are not invoices, quotes or sales orders, only the header is built from blocks; their body keeps its fixed sections.

The whole-template settings are these: Designs, Page setup, Typography, Colours, Header, Body, Footer, Following pages header and Following pages footer. Each row shows what is set now. Select a row to open its page. The title at the top then shows where you are, for example "Standard › Header", and the arrow to its left takes you back one step. Header opens onto its Layers: one row for each thing in the header, showing what is set for it (for example "Logo, 50 mm"). Select a layer to open its settings. Under Document title you set the words, a typeface for the title alone, and its size (S, M, L or XL); under Logo you choose which logo prints and, if you like, its width in millimetres (leave it empty for the automatic size). Under the layers are the header's own style and size, its padding, and the following pages' header. Body opens a menu of its own too, one row for each part of the body (address boxes, items table, totals, payment and VAT summary, notes, signature area, watermark, and what the body shows); the title shows the last two steps, for example "Body › Items table" (the template's name steps aside while you are two steps in), and you can select "Body" in it to go back to that menu. The preview on the right stays in view throughout. Most choices are picture buttons: each shows a small drawing of the result with its name under it, and sizes are S, M and L. On/off switches sit with the thing they control: page numbers under Page setup; the VAT summary, payment instructions, QR code, amount in words and status stamp under Body; the footer note and terms under Footer.

• Template name and Title: the title is printed at the top, "Invoice" or "Tax invoice".
• Orientation: portrait or landscape. Landscape turns the paper on its side, for any paper size including one of your own.
• Save: above the preview, and also at the foot of the Page setup card, where you name a new template. They are the same button.
• Paper size: A4, US Letter, A5, or Custom size, where you type the page's width and height in millimetres (50 to 450 wide, 50 to 700 tall), for example 100 × 150 for a small slip.
• Margins: top, right, bottom and left, in millimetres (0 to 50). They start at the paper's usual margins and follow the paper when you pick another, unless you have set your own.
• Logo, a layer of the Header: the usual logo, the dark-mode logo (for a dark page colour), or no logo with the name in text.
• Header layers (First page header): the header is built exactly like the body: rows (up to four), each with one to four columns, each column holding layers as chips. Rows and columns have the same settings as in the body (a row's margin, gap, border, corner radius and padding; a column's position, alignment, border, corner radius and padding). It starts with two columns: the logo in the first, and the document title, status stamp and document details in the second. Add column gives you up to four; each column is a box of its own showing its name and how it lines up; the gear opens the column's settings, where you line its contents up left, centre or right and can turn the column into a box (a solid, dashed or dotted border, its width in points, a corner radius and a padding on each side, in millimetres; the border takes the template's line colour), and Remove column there takes the column away (its layers move to the column beside it). Drag a layer by its grip to change the order or to move it into another column, or hide it with the eye. As you hold a layer and move it, the others slide aside to show where it will land; let go to keep it there. Drag a column by its heading onto another column to change the columns' order (or use Position in the column's settings); its layers and its border go with it. Select a layer to open it: there you choose its column, whether it shows, and you can remove it from the header. Each column ends with Add layer: it opens a list of the layers the header doesn't have yet, where you can search, tick one or several and select Add to put them in that column. The layers are: company name, your tagline (the one set with your business details under Settings, or each entity's own; a template can also have words of its own), the company address, and the company contacts (phone, email, website). Your custom fields are offered there too: the ones on this kind of document (for example a Project field on invoices) and the ones on your company. A field prints as its name and value, for example "Project: Alpha Tower", and prints nothing on a document where it is empty; the preview shows "Sample" so you can see its place. Elements on the same side stack in the order shown.
• Header and Footer each have a Style and a Size. The footer note also has a Layout: left, centred or right. Size is Small, Normal or Large: for the header it scales the logo and the title together, for the footer the text.
• Typeface: Standard, Classic or Plain.
• Colours: the accent, the text, the labels, the lines and the page. Each has a row of eight circles to pick from; the first is the usual colour, and a ninth opens a picker for any colour. The page has dark colours too, black included; with one, pick a light text, label and line colour and the dark-mode logo so the document stays readable.
• Designs: ten ready-made looks (Classic, Modern, Minimal, Bold, Elegant, Soft, Ledger, Compact, Night and Corporate). Select one and every look setting changes to match; your name, title, paper and wording stay. Nothing is saved until you select Save, so you can try them freely and then adjust anything.
• Typeface and text size: the typeface for the whole document, and Small, Normal or Large text for each section: document details, address boxes, items table, totals, notes and payment, and terms and conditions.
• Style, for the first page header (plain, a line under, a soft fill, filled, or boxed), the footer note (a line above, plain, an accent line, a soft fill, filled, or boxed), the address boxes (boxed, plain, or a soft fill) and the items table (lines between rows, a filled heading row, striped rows, or a full grid).
• Margins and padding: the page margins (under Page setup) set how far the header, the body and the footer are from the paper's edges. Set all four to 0 and everything reaches the edges. The header, the page footers and each section of the body (address boxes, items table, totals, payment and VAT summary, notes, signature area, terms and conditions, footer note) then have a Padding of their own with four boxes (top, right, bottom and left, in millimetres). Left and right move that section in from the margins; top is the space between it and the section before. There is no single padding for the whole body, so the items table can run edge to edge while the address boxes and notes stay indented. For a filled header that runs right across the paper over normally indented text, set the margins to 0 and give the header and each body section some left and right padding. To print right to the edge your printer must support borderless printing; otherwise it leaves its usual thin white border.
• First page footer and Following pages footer: a real page footer, printed at the foot of the page area, on the bottom margin (at a bottom margin of 0 it is at the paper's edge). Set one for the first page and another for the pages after it, or the same for both. Each shows your company details (name, tax and registration numbers, phone, email, website) or your own words, on the left, centre or right, with a Style (a line above, plain, an accent line, a soft fill, filled, or boxed) and a size. Page numbers are off unless you switch them on under Footer; they then sit in the footer, on the other side from its words. The footer's words stay on one line: company details drop their last items, and your own words are cut short, if they would not fit.
• Footer note: the short note printed once, after the last line of the document (for invoices its words are set under Starting values). It has its own layout, style, width and size, and is separate from the page footers.
• Body rows (invoices, quotes and sales orders): the body is rows you arrange. Each row has one to three columns, and each column holds elements, each one on its own: From, Bill to, items table, amount in words, totals, payment, QR code, VAT summary, notes and signature. Drag a block to another row or column, drag a row by its heading to reorder, and select Add row for a new one. The gear on a row sets its Margin (the space around the row: top, right, bottom and left; use left and right to bring a row in from the page's edges), its Gap (between its columns, and between blocks stacked in one column), and the row's border, corner radius and padding; the column icon beside it adds a column (up to three). Each column has its own gear: its position in the row, how it lines up, its border, corner radius and padding, and Remove column. A column can also be dragged by its heading onto another column of the same row. The plus on a column adds a line to sign on, either Signature or Authorised by (up to six lines in all); the cross on its chip removes it. The eye on an element (amount in words, payment, QR code, VAT summary) switches it on or off. Single elements have no settings of their own: borders, spacing and alignment belong to rows and columns. Only the address boxes (their style and what they show) and the items table (its style) open a page. The items table always keeps a row to itself, because its lines run on over the pages.
• Tools: settings are small tool rows. Icon buttons choose alignment and border style, steppers (− and +) set a width or radius, and margin and padding are each a small drawing of the thing with a stepper (−, the number, +) above, below, left and right of it (side by side where something has both). Padding is the space inside a border. On invoices, quotes and sales orders the blocks have no margin of their own: the rows space them. The header's Padding page also has a Gap for the space between its columns. Rest the pointer on a tool to see its name.
• Designs: sixteen ready-made designs. Ten set the looks; six (Studio, Banner, Receipt, Blueprint, Sign-off, Letterhead) also arrange the header's columns, the body's rows and the page footers. A design is a starting point: change anything afterwards. The Watermark is under Page setup.
• Page footers and the following pages header: each is built like the header, with three column boxes, Left, Centre and Right. Select Add layer in a column to choose what it holds: nothing, company name, company details, your tagline, the document and its number, the customer, both together, the page number, or your own words. The following pages header can also hold your logo. The page number is one of these choices now, so it has no switch of its own. Each also keeps its Style, Size and Padding.
• Boxes: every layer of the header and every section of the body (address boxes, items table, totals, payment and VAT summary, notes, signature area, terms and conditions) can have a box of its own. On its page choose a Border (none, solid, dashed or dotted), the Border width in points, a Corner radius in millimetres, and the padding inside the border on each side. The border takes the template's line colour.
• Following pages header (its own row of the menu): a header of its own for every page after the first, on a document longer than one page. It is a slim band with your logo on the left and the document's title, number and customer on the right, for example "Invoice INV-1137 · Kandy Community Welfare Society". Choose its Style (none, plain, a line under, a soft fill, filled, or boxed) and whether it shows the Logo. On a filled band, or a dark page, it uses your dark-mode logo; if none is uploaded it shows your company name instead. The first page keeps its own header, set under First page header.
• Watermark: large faint words across every page: the document's status (Paid, Draft, Overdue) or your own words, such as "Copy".
• Amount in words (under Show; invoices, quotes and sales orders): prints the total spelt out to the left of the totals, level with the balance due, for example "Rupees Eighty Five Thousand Eight Hundred Sixty Only".
• QR code with the payment details (invoices, under Show): a QR code on an unpaid invoice, under the payment instructions. Scanning it shows who to pay, the bank details, the amount and the reference, ready to copy. It is not a bank's own payment code, so a banking app won't start the payment from it.
• Company and customer boxes: choose what is printed in each. For your company: the VAT or tax number, registration number, email, phone and website. For the customer: their ID, VAT or tax number, email and phone.
• Footer note and Terms and conditions: the wording is the same on every invoice template, so you type it once, under Starting values in the Wording card. In the template's Show group you switch each on or off. The footer note prints once, at the end of the invoice; the terms are printed after everything else, one paragraph a line.
• Signature area: two lines to sign on, with your own wording ("Authorised by", "Received by").
• Show: the VAT summary table, which appears when an invoice has two or more VAT rates, and the Payment instructions, which appear while there is something left to pay; the status stamp (Paid, Overdue, Draft); and page numbers.
• The accent colour and logo text are shared by every document, under Print design Brand.
• The wording printed on invoices (the note new invoices start with, late payment wording and Payment notes) is under the app's Starting values. The bank account is chosen on each invoice.

The preview updates as you type. It is a sheet of the paper you chose, with sample items, tax rates and bank details, and it shows the wording from Starting values. Where you haven't entered a piece of wording yet (the note, late payment wording, payment notes, footer note or terms and conditions), the preview fills in dummy text so you can judge the layout; that text never prints on a real invoice. A document that needs a second page is shown as two sheets.