Add or import customers

Add a customer when someone new walks in. Import a list when you move from a notebook, a spreadsheet or other software.

Customers belong to your whole BytePhase account. If you bill as more than one business, every business sees the same customers.

Before you start

• Have the customer’s name and a mobile number or an email. You need at least one of the two.
• Don’t see the + button on Customers? Ask your shop owner to let you add customers (Create/Edit Customer).
• To import, you need the import access (Data Import — Customers). Owners have it already.

Add one customer

On a computer

1. In the menu on the left, click Customers.

2. At the top of the list, click + (Add customer).

   The Create customer page opens.

3. Choose the Customer type: End user, Dealer or Corporate user.

4. Type the Customer name.

5. Type the Mobile number, the Email, or both.

6. Fill in any other fields you need, for example Source, Referred by, Customer tags or the address.

   If your shop moved some fields under Only when needed, click it to show them.

   

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7. Click Create.

   The Customer created window opens.

8. If you want the customer to sign in and follow their repairs, tick Mail or SMS under Send activation link, then click Send & close. Otherwise click Close.

On a phone

1. In the bottom bar, tap Customers.

   Don’t see it? Tap More. Under Customers, tap Customers.

2. Tap +.

3. Choose the Customer type and type the Customer name.

4. Type the Mobile number, the Email, or both. Add any other details you need.

5. At the bottom, tap Create.

6. In the Customer created window, choose whether to send an activation link. Then tap Send & close or Close.

Done!

The customer is in your list and ready for jobs, sales and invoices.

Import customers from a file

Use this on a computer. You can import up to 2,000 customers in one file.

1. Go to Customers. At the top right of the list, click ⋯ (More options), then click Import.

   The Import data page opens at Upload file, with Customers already chosen.

2. Click Download sample file if you want a ready-made layout. Fill it in with your customers.

   Each row needs a name and a mobile number or an email.

3. Drag your CSV or Excel file onto the page, or click Browse files. Then click Next.

4. On Map fields, match each column in your file to a BytePhase field, for example your “Phone” column to the mobile number. Click Next.

   You must match an email column, a mobile number column, or both. Until you do, Email/mobile number shows as a missing field.

5. On Select defaults, pick the Role and Source to use for rows that don’t have one. Click Next.

6. On Preview & validate, check the first rows. Then click Import all (the button shows how many rows).

   

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7. On Complete, you see how many rows were imported and how many failed. Click Download error report to see why a row failed. Click View imported data to open your customer list.

The customer profile

Click a customer in the list to open their profile. At the top you see their contact details and totals, such as jobs, sales and Balance due. Buttons there let you take a Bulk payment or Send payment reminder, and the Create menu has Add job.

The tabs below show everything about this customer:

Tab	What you find there
Overview	Open repairs, recent payments and contact details
Jobs and Sales	Every job and sale for this customer
Payments	Payments they made
Contacts	Other people at the same customer, for example at a company. Basic plan and above
Referred customers	Jobs and sales that this customer sent your way. See Referrals
Pickups & drops	Pickups and deliveries. Basic plan and above
Bulk payments	One payment that covered several bills. Basic plan and above
Invoices	Job invoices for this customer
Private notes	Notes only your staff can see
Messages	Messages sent to this customer
Notification preferences	Which messages they get, and how. See Customer notification preferences
Customer ledger	Their running balance

Some tabs show only if you’re allowed to see them. For example, Payments and Customer ledger need extra access from your shop owner.

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Good to know

• No duplicates. BytePhase won’t save two customers with the same mobile number or email. In an import, those rows fail and show in the error report.
• Customer type is a label for your own use, such as dealers versus walk-in customers. All three types see the same things if they sign in.
• Custom fields. You can add your own customer fields under Settings › App & account › Add custom fields. On the Lite plan they don’t print on documents.
• More actions sit in the Actions menu at the top of the profile: Send activation link, Activate or deactivate, Delete account and, for owners, Change customer type.