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Introduction - Customers

Customers are the people you sell to. In Zoho Billing, you can create sales transactions such as invoices and subscriptions for your customers.

Create a Customer

To create a customer:

  • Go to Customers on the left sidebar.

  • Click + New in the top right corner.

  • In the New Customer page, complete the following fields:

    • Basic Information:

      • Type: Select Business or Individual (only for Customers).

      • Primary Contact: Enter the name of the main contact.

      • Company Name: Enter the business name, if applicable.

      • Display Name: Enter the name to appear in transactions.

      • Email Address: Enter the email address.

        Note: Email Address is mandatory if you’ve enabled portal access for customers.

      • Phone: Enter the phone number.

    • Other Details:

      • GST Registration: If the customer’s business is registered for GST, check the option and enter the GST number.
      • Withholding Tax: Check this option if tax laws require your customers to withhold tax on payments to you. This ensures tax is deducted at the source and reported to tax authorities.
      • UEN: Enter the 10-digit Unique Entity Number, if available. This is the official business identification number issued by the government.
      • Currency: Select the preferred currency for transactions.
      • Payment Terms: Select when payments are due.
      • Price List: Select a price list, if applicable.
      • Enable Portal: Check the box to allow portal access.
      • Portal Language: Select the portal language.
      • Documents: Click Upload File to upload any required documents.

    • Additional Information:

      • Click Add more details to enter Website URL, Department, Designation, Twitter ID, Skype Name/Number, and Facebook ID.

    • Address:

      • Enter the Billing Address and Shipping Address.

      • Click Copy billing address next to Shipping Address to copy the billing address into the Shipping Address fields.

        Note: If GST is enabled, enter the country either in the Billing Address or Shipping Address.

    • Contact Persons:

      • Add contact persons if required.
      • Click + Add Contact Person to add more contact persons.

    • Custom Fields:

      • Fill in any custom fields configured for customers.

    • Reporting Tags:

      • Add tags to track transactions and generate reports.

    • Remarks:

      • Add any internal notes or comments.

  • Click Save.

The customer will now be created for whom you can start creating transactions.

Import Customers

Scenario: Zylker Inc is migrating from another accounting system and wants to import all the existing customers in bulk. Using the Import Customers option, Zylker can import all the customers into Zoho Billing effortlessly instead of having to add them manually.

If you’re migrating from another billing management system or already have a list of customers saved locally, you can import them into Zoho Billing instead of adding them manually. Here’s how:

  • Log in to your Zoho Billing organisation.

  • Go to Customers from the left sidebar.

  • Click the More icon in the top right corner and select Import Customers.

  • In the popup, select:

    • Customers to import only basic details.
    • Customer’s Contact Persons to import both main details and contact person.

  • Click Continue.

  • In the Import page, click Choose File and select the file you want to import.

    Note:

    • Supported file formats: CSV, TSV, XLS
    • File size limit: 25 MB

    Pro Tip: Download and refer to the sample file for the correct format. You can also fill in your data directly in the sample file to save time.

  • After you upload the file, under the Configure tab:

    • Duplicate Handling:
      • Skip Duplicates: Keep existing records, skip duplicates.
      • Overwrite Customers: Replace existing records with imported data.
      • Add Duplicates as New Customers: Add duplicates as new entries.
    • Character Encoding: Defaults to UTF-8 (Unicode). Choose another if your file uses a different encoding.
    • File Delimiter: Defaults to Comma(,). Change if your file uses another delimiter.

  • Click Next >.

  • Under the Map Fields tab, complete the following fields:

  • Default Decimal Format: The default is 1234567.89. Click Edit if you need a different format.

  • Map your file columns to Zoho Billing fields.

  • Check Save these selections for use during future imports if you want to reuse the same mapping next time.

  • Click Next >.

  • Under the Preview tab, review the fields you’ve mapped.

  • Click Import.

The customers will now be imported into Zoho Billing.

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