Let's start to create a first customer.
Note
The fields in the customer record are optional. You have the flexibility to select which fields you wish to utilize.
Nevertheless, ensure that all essential fields are set up; otherwise, you may end up generating invoices that are not compliant.
In the menu on the left, click on Customers→ Customers.
In the top right corner, click on New.
Fill in the necessary information on the customer. The form is divided into several sections: the customer's details, the billing address, the optional shipping address, and additional accounting and contact fields.
Customer’s details
Handle: A unique identifier for the customer record used across the system. Enable Generate handle to have the system create one automatically, or disable the toggle to enter a custom value.
Title: The customer's salutation (e.g. Mr., Ms.).
First name and Last name: The full name of the customer. Used for identification and all customer communications.
Email Address: The customer's primary email address, used for sending invoices, notifications, and other communications. Ensure that the email is valid and correctly formatted.
Phone Number: The customer's contact number, including country code. Useful for direct communication if needed.
Date of birth: The customer's date of birth. Use the calendar picker. Click the ✕ icon to clear the field.
Language: The preferred language for all automated emails and customer communications sent to this customer.
Addresses
Billing Address
Address 1: The first line of the customer's billing address (street and house number).
Address 2: An optional second line of the billing address (e.g. suite, floor, or building).
City: The city of the customer's billing address.
Country: The country of the customer's billing address, selected from a dropdown with flag indicator. If no shipping address is set, this country is used to determine the VAT rate.
Postal code: The ZIP or postal code of the customer's billing address.
Company: The legal name of the organization, as it will appear on invoices.
VAT Number: The customer's VAT registration number. Applicable only for business customers. Used to apply the correct tax treatment on invoices. A customer with a VAT number is treated as a business customer and is therefore not eligible for the EU withdrawal right.
Shipping address
A separate delivery address, for example when goods or services are delivered to a different location or legal entity than the one you bill. You can enter a different address or reuse the billing address as the shipping address. The shipping address has its own fields:
Name (required): The name of the recipient. This can differ from the customer's own first and last name.
Company: The company name of the recipient.
VAT ID: The VAT ID of the recipient at the delivery address. When the shipping address differs from the billing address, this VAT ID is used for the tax determination.
Address line 1 (required) and Address line 2: The street address of the delivery location.
City (required), State/Province, and Postal code (required).
Country (required): The delivery country. If a shipping address is set, its country takes priority over the billing address country when the VAT rate is determined.
Email and Phone: Contact details for the delivery address.
Attention: A contact person or department at the delivery address.
Company
Billing Email Address: If invoices should be sent to a different address than the primary email, enter it here.
Dunning Email Address: In B2B scenarios, companies often have a dedicated team that handles payment issues and prefer to receive notifications at a distinct email address. This field enables you to add an extra email address for sending dunning notification emails.
Customer is related to merchant (Organschaft): Select this checkbox if the customer is a related company within your VAT group (Organschaft / fiscal unity). Invoices to this customer are issued with 0% VAT and show your Organschaft exemption text. This only applies to domestic customers, meaning customers located in the same country as your account.
Accounting
Debtor ID: A Debtor ID is necessary if you wish to create accounting exports. Enable Generate Debtor ID to have the system assign one automatically, or disable the toggle to enter a custom value. See automatic debtor ID generation for configuration options.
Sales rep Id: If you have a sales representative, you can insert their ID here for your accounting export. This information will be placed at DATEV Field: Zusatzinformation Inhalt/Zusatzinformation Art - 8
Order Id: If you have an order ID, you can insert it here for your accounting export. This information will be placed at DATEV Field: Auftragsnummer: 95
Note
All invoices for this customer, including scheduled subscription invoices, are populated automatically with the customer's billing address and, if set, the shipping address. If no shipping address is set, the billing address is not copied into the shipping address on the invoice.
Once all the required fields are filled out, you can proceed to click the Create button to finalize the customer creation process. This will save the customer's information in the system, allowing you to manage their subscriptions and payments effectively.