Manage Customers & Accounts Receivable

This guide walks you through every step of managing customers in Awditify — from adding your first customer, to viewing customer details, managing invoices, recording payments, exporting statements, and sending payment reminders.

What is the Customers Section?

The Customers section is your central hub for managing accounts receivable. It tracks every customer you bill, their contact information, outstanding balances, invoices, and payment history. It is part of the Sales & Purchases area of the client workspace.

Getting to the Customers Page

Open the client you want to work with.
In the left sidebar, under Sales & Purchases, click Customers.

You will see the Customers dashboard, which lists every customer for this client.

The Customers Dashboard

Summary stats

At the top, four cards give you an overview:

Card	What it shows
Total Customers	The total number of customers, with a count of how many are active.
Accounts Receivable	The total dollar amount owed across all customers. Also shows how many customers have an outstanding balance.
With Outstanding	The number of customers who currently owe money. Turns amber when there are customers with balances.
Overdue	The number of customers with past-due invoices. Turns red when attention is needed.

Search and filter

Below the stat cards is a filter bar with two controls:

Search box — type a customer name, company name, email address, or customer number. The list updates as you type.
Status dropdown — filter the list to show only Active, Inactive, or Suspended customers. Default is "All Status."

When filters are active, a Clear filters button appears. Click it to reset both the search and the status filter.

The customers list

Each customer appears as a row in the table with these columns:

Column	What it shows
☐	Checkbox for bulk selection.
Customer #	The auto-generated customer number. Displayed in a monospace font.
Name / Company	The customer's contact name. If a company name is on file, it appears underneath with a building icon.
Contact	Email and phone number, if available.
Location	City and province or state. Shows a dash if no address is entered.
Terms	The payment terms for this customer (e.g. Net 30, Due on Receipt).
Balance	The current balance. Positive amounts are green (money owed to you). Negative amounts (credit balances) are blue and shown in parentheses.
Status	A colored badge: green for Active, grey for Inactive, red for Suspended.
Actions	A three-dot menu with more options (see below).

✓ Tip: Click any row to open that customer's detail page.

Pagination

If you have more than 50 customers, pagination controls appear at the bottom of the table. Use the Previous and Next buttons to move between pages. The controls also show which customers you are viewing (e.g. "Showing 1–50 of 120") and the current page number.

Adding a New Customer

On the Customers dashboard, click the Add Customer button in the top-right corner.
From the dropdown, choose New Customer.

A dialog opens with the following fields:

Customer Name (required)

The primary contact person's name. This is the only required field.

Company Name

The customer's business or organization name. Optional — leave blank for individual customers.

Email and Phone

Contact information for the customer. The email address is used for sending invoices and payment reminders.

Billing Address

The street address for billing purposes.

City, Country, Province/State, Postal/ZIP Code

The location fields work together:

Country — choose Canada, USA, or another country from the dropdown.
Province / State — changes based on the country you select. If you choose Canada, you get a dropdown of Canadian provinces. If you choose USA, you get a dropdown of US states. For other countries, a free-text field appears.
Postal Code / ZIP Code — the placeholder text adjusts based on the country you selected.

Payment Terms

Choose from:

Term	Meaning
Due on Receipt	Payment is due immediately upon receiving the invoice.
Net 15	Payment is due 15 days after the invoice date.
Net 30	Payment is due 30 days after the invoice date.
Net 45	Payment is due 45 days after the invoice date.
Net 60	Payment is due 60 days after the invoice date.

Credit Limit

An optional dollar amount. Use this to set a maximum credit limit for the customer. This field accepts numbers only — do not include the dollar sign.

Status

Status	What it means
Active	The customer is current and can be billed. This is the default for new customers.
Inactive	The customer is no longer active but kept for record-keeping. Inactive customers do not appear in invoice dropdowns.
Suspended	The customer is temporarily on hold. Use this for customers with payment issues.

Notes

A free-text area for any additional information about this customer — internal notes, special instructions, or payment arrangements.

✓ Tip: After filling in the form, click Create Customer to save. The new customer appears immediately in the list.

Editing a Customer

There are two ways to edit a customer:

From the dashboard

Find the customer in the list.
Click the three-dot Actions menu on the right side of the row.
Select Edit Customer.
The same dialog used for adding opens, pre-filled with the customer's current information.
Make your changes and click Update Customer.

From the customer detail page

Open the customer's detail page.
Click the Edit Customer button in the header.
The edit dialog opens pre-filled with the customer's information.

ℹ Info: The customer number is auto-generated and cannot be changed. If you need to change it, delete the customer and create a new one.

Viewing Customer Details

Click any customer row in the dashboard to open their detail page. The detail page has two main areas:

Left column — records and history

The left side (wider column) contains three or four cards depending on what data exists for the customer:

Customer Information card

Displays all the contact and billing details for the customer:

Company name (if any)
Contact name
Email and phone
Full billing address
Payment terms
Status badge
Notes (if any)

Sales Invoices card

Lists every sales invoice for this customer in a table:

Column	What it shows
Invoice #	The invoice number. Click it to open the full invoice.
Date	The invoice date.
Due Date	When payment is due.
Original Amount	The invoice total in its original currency.
Home Currency	The invoice total converted to your home currency (CAD). If the invoice is in a foreign currency, the exchange rate used is shown underneath.
Balance	The amount still owing on this invoice.
Status	A colored badge: Draft, Sent, Viewed, Partial, Paid, Overdue, Void, or Refunded. A purple repeat icon appears next to the status if the invoice was generated from a recurring template.
Action	Two buttons when the invoice has a balance due: Remind (sends a payment reminder email — only visible if the customer has an email address) and Pay (opens the record payment form).

✓ Tip: Click any cell in an invoice row to navigate to the full invoice detail page.

At the top of the Sales Invoices card, a Send All Reminders button appears when the customer has an email address and at least one unpaid invoice. Click it to send reminder emails for all open invoices at once.

Journal Entry Transactions card

This card appears if the customer has journal entry transactions linked to their account. It shows:

Column	What it shows
JE #	The journal entry number.
Date	The transaction date.
Type	The type of journal entry (e.g. sales, receipt, credit memo).
Description	A description of the entry.
Reference	A reference number, if any.
Debit	The debit amount for this customer on the entry.
Credit	The credit amount for this customer on the entry.
Status	Posted, Draft, or other status.

✓ Tip: Click any journal entry row to open the full journal entry.

Recurring Invoices card

This card appears if the customer has recurring invoice templates set up. It shows:

Column	What it shows
Name	The name of the recurring template.
Interval	How often the invoice is generated (e.g. Monthly, Weekly). Custom intervals show the number of days.
Next Run	The date of the next scheduled generation.
Status	Active (green) or Stopped (grey).
Actions	A Stop button (for active templates) or Activate button (for stopped templates). Use these to pause or resume the recurring schedule.

Right column — summary and quick actions

The right sidebar contains two cards:

Financial Summary card

Field	What it shows
Current Balance	The total amount this customer owes. A positive number means they owe you money. A negative number (shown in blue with parentheses) means they have a credit balance — they have overpaid.
Credit Limit	The credit limit you set for this customer.
Total Invoices	The total number of invoices for this customer.
Unpaid Invoices	The count of invoices that are not yet paid or voided.

Quick Actions card

Two buttons for common tasks:

New Invoice — creates a new sales invoice for this customer. This takes you to the invoicing page with the customer pre-selected.
Export Statement — exports a customer statement. Clicking opens a popover where you can:
- Set an optional Start Date and End Date to filter the statement to a specific period.
- Click PDF to download the statement as a PDF file.
- Click Excel to download the statement as an Excel spreadsheet.

Recording a Payment

You can record a payment directly from the customer detail page:

In the Sales Invoices table, find the invoice you want to record a payment for.
Click the Pay button on that row.
A payment modal opens pre-filled with the invoice details, including the balance due, currency, and exchange rate.
Enter the payment amount, date, and the account the payment was deposited into.
Click Record Payment.

The invoice balance updates immediately after the payment is recorded.

Sending Payment Reminders

Single invoice reminder

Open the customer detail page.
In the Sales Invoices table, find the unpaid invoice.
Click the Remind button on that row.
A reminder email is sent to the customer's email address.

ℹ Info: The Remind button only appears when the customer has an email address on file.

Send all reminders for a customer

Open the customer detail page.
At the top of the Sales Invoices card, click Send All Reminders.
Reminder emails are dispatched for every unpaid invoice.

Bulk reminders from the dashboard

You can send reminders to multiple customers at once without opening each detail page:

Selected customers — check the boxes next to the customers you want to contact, then click Send Reminders (X) in the table header. Reminders go out for all unpaid invoices belonging to those customers.
All overdue — click All Overdue in the table header to send reminders to every customer with an overdue balance, regardless of your current selection.

✓ Tip: Use the search and status filters to narrow down the list before sending bulk reminders. For example, filter to Active customers only to avoid sending reminders to inactive accounts.

Deactivating and Reactivating Customers

Deactivate a customer

You can deactivate a customer when they are no longer active — for example, if the business relationship has ended. Deactivated customers are kept for record-keeping but do not appear in invoice dropdowns.

Find the customer in the dashboard or open their detail page.
From the dashboard: open the three-dot Actions menu and select Deactivate.
From the detail page: click the Deactivate button in the header.

⚠ Warning: You cannot deactivate a customer who has an outstanding balance. The balance must be zero first. If you try, Awditify will show an error message.

Reactivate a customer

Find the inactive customer (use the Status filter and select "Inactive").
From the dashboard: open the three-dot Actions menu and select Reactivate.
From the detail page: click the Reactivate button in the header.

The customer returns to Active status and reappears in invoice dropdowns.

Deleting a Customer

Find the customer in the dashboard.
Open the three-dot Actions menu.
Select Delete.
Confirm the deletion when prompted.

⚠ Warning: Deleting a customer is permanent. You cannot recover a deleted customer. Consider deactivating instead if you may need the record in the future.

Creating an Invoice for a Customer

You can create a new sales invoice directly from the Customers section:

From the dashboard: open the three-dot Actions menu for a customer and select Create Invoice.
From the detail page: click New Invoice in the Quick Actions sidebar.

Either path takes you to the invoicing page with the customer pre-selected.

Exporting a Customer Statement

A customer statement is a summary of all invoices, payments, and the outstanding balance for a specific period. You can export it as a PDF or Excel file.

Open the customer detail page.
In the Quick Actions sidebar, click Export Statement.
Optionally, set a Start Date and End Date to limit the statement to a specific date range. Leave both blank to include all activity.
Click PDF for a printable document, or Excel for a spreadsheet you can further analyze.

The file downloads immediately.

Refreshing the Dashboard

If you have made changes in another tab or another user has updated customer data, click the Refresh button in the top-right corner of the dashboard to reload the latest data.

Understanding Customer Statuses

Status	What it means	Appears in invoice dropdowns?
Active	The customer is current and can be billed. This is the normal state.	Yes
Inactive	The customer has been manually deactivated. Kept for historical records.	No
Suspended	The customer is temporarily on hold. Use for accounts with payment issues.	No

Tips for Managing Customers

Keep email addresses up to date. Payment reminders and invoices are sent to the email on file.
Set credit limits for customers you extend credit to. This helps you monitor exposure.
Use the search box to quickly find a customer by name, company, email, or customer number.
Reconcile customer balances regularly against your accounts receivable aging report.
Use the Export Statement feature to send customers a summary of their account activity.
Deactivate customers instead of deleting them. This preserves the history while keeping your active list clean.
Check the Overdue stat card regularly to stay on top of collections.

Frequently Asked Questions

What is the difference between the Customers list and the Sales Invoices list?

The Customers list shows every customer and their total balance across all invoices. The Sales Invoices list (under Invoicing in the sidebar) shows individual invoices, which may span multiple customers. Use the Customers page when you want to see everything related to one customer in one place.

Can I import customers from a spreadsheet?

Customer import is handled through the data import tools. Refer to the import documentation for the correct CSV template format.

What happens when I deactivate a customer?

The customer is hidden from invoice dropdowns and new transaction forms. All historical data — invoices, payments, journal entries — is preserved. The customer can be reactivated at any time.

Why can't I deactivate a customer with a balance?

Awditify requires the balance to be zero before deactivation to prevent accidentally hiding a customer who still owes money. Clear the balance by recording payments or writing off the amount before deactivating.

How do payment reminders work?

When you click Remind or Send All Reminders, Awditify sends an email to the customer's email address with details of their unpaid invoices. The email includes the invoice number, amount due, and due date.

What does a negative balance mean?

A negative balance (shown in blue with parentheses) means the customer has a credit — they have overpaid or have a credit memo on their account. You can apply this credit to future invoices.

Can I change a customer's currency?

The customer does not have a currency setting. Currency is set at the invoice level. When you create an invoice for a customer, you choose the currency at that time. The customer detail page shows both the original currency and the home currency (CAD) equivalent for each invoice.