Customer register

The customer register is the shared customer list for sales, projects and invoicing. It opens from the main menu under Customers. The same customer is used on quotes, projects and invoices, so the details are filled in once.

Add a customer

1. Choose New customer, enter the name and a Code. The code is given only at creation and cannot be changed afterwards – imports and exports identify the customer by it.
2. Enter the business ID (in the form 1234567-8). Changing it after saving requires invoicing permission or the admin role.
3. Look up in YTJ fills in the name and the postal address from the trade register by business ID. The lookup replaces already filled fields and is confirmed separately. The button belongs to the CRM add-on.
4. You can select the Customer owner when creating the customer or change it later on the customer card.
5. Save.

After saving, a warning appears if a customer with the same name or business ID already exists. Users with invoicing permission see the business ID warning while entering the details. Names are checked only after saving. The warning does not prevent saving: there may be a reason to have separate records for the same customer, such as two sites.

A customer can also be created directly while making a quote or a project; the details can be completed in the register later.

Billing details

Billing details are visible to users with invoicing permission or the admin role. You can save the following details for each customer:

• E-invoice address and e-invoice operator ID. The button Look up the e-invoice address fetches the address from the operator’s register by business ID. The button is available once an e-invoice operator has been set up.
• Delivery method: e-invoice, email or sent outside Kelomo. Email delivery uses the address in Invoicing email. If you leave the delivery method blank, it is selected when sending, based on the saved contact details.
• Payment term or Payment term (days), Invoice language and Buyer’s reference, which are prefilled on the customer’s invoices.
• Fixed reference: the same reference on every invoice to this customer. A fixed reference cannot identify a single invoice, so an incoming payment is allocated to this customer’s oldest open invoice. Leave this blank to give each invoice its own reference.
• Invoice reference, which is included in billing-data exports, and Invoicing notes, which are internal notes and are not shown on the invoice.
• VAT handling: standard, reverse charge for construction, or tax-exempt sale. Reverse charge zeroes the invoice lines’ VAT rate and requires a VAT number.
• Billing rounding (min): billable minutes are rounded up to the next full interval, for example 15 or 30 minutes.

The customer card

A row in the register opens the customer card, which brings together sales, project and billing details:

• Customer owner. The customer owner is picked at the top of the card (Change the customer owner). The register can be filtered by customer owner.
• Tags. Labels you can use to filter the register, such as industry or customer type. Tags are maintained in the CRM settings.
• Contacts. See Contacts.
• Additional details. The organisation’s own fields on the customer; see Custom fields.
• Timeline. Activities, quotes, projects and invoices in chronological order. Filter the timeline shows one kind at a time.
• Payment behaviour. The average payment time from the last 12 months of settled invoices. If no invoice has been settled by a payment, no payment time is shown.

The customer owner, the tags and the timeline belong to the CRM add-on.

Export the register

Export → Download CSV at the top of the register writes the visible list to customers.csv, using the current filters. The export includes at most 1000 rows. If the limit is reached, a message prompts you to narrow the list with filters.

You can also import customers from a CSV file. See Importing data.

Deactivate or delete a customer

A customer you no longer do business with is deactivated: it disappears from new selections and can be reactivated. Deactivation keeps the quotes, projects and invoices that refer to the customer. A customer created by mistake, with nothing referring to it yet, can be deleted completely.

Duplicate customers

Kelomo checks for customers with the same business ID or name. This feature is part of the CRM add-on and requires the admin role or CRM administration permission.

Open the duplicate customer list in either of these ways:

• If possible duplicates are found, a notice appears above the register, for example “2 possible duplicates in the register”. Its button Review opens the list.
• You can also open Duplicate customers from the ⋯ menu in the header. The direct address is /customers/duplicates.

In the list, Review and merge opens the customer’s page, where you pick the customer to keep and review the data to be transferred before confirming: contacts, deals, quotes, projects, tags and history. If the same name or business ID occurs on a large number of customers, Kelomo reports this separately instead of listing every pair. Review these customers separately.