Each profile in the Customers module stores contact details, tax status, pricing and receipt preferences. Add customers from the register in seconds, review their purchase history, and merge, import or export records to keep the list clean.

Almost every customer-facing feature — loyalty, store accounts, price tiers, statements, marketing — starts with a customer profile. The Customers module is where those profiles live: open Customers → Customers in the left menu. A well-kept profile means faster checkouts, cleaner history, and pricing that applies itself.

You can build profiles ahead of time, capture them in seconds during a sale, or let customers enter their own details through the public customer intake form.

Create a new customer

1. Go to Customers → Customers in the left menu.
2. Click + New Customer in the top right.
3. Fill in the Customer Information form. Fields marked in red are required — only First Name is mandatory, though a last name is strongly recommended to avoid mix-ups between common first names.
4. Click Save in the bottom right.

Every field on the customer form

• Title — an optional prefix (Mr., Mrs., Dr. and so on). You can add your own with add title.
• First Name / Last Name — first name is required.
• E-Mail — optional but recommended; needed for emailed receipts, statements and invoices.
• Phone Number — optional but recommended; needed for SMS receipts and text messages. Click Add Additional Phone Number to store up to 5 extra numbers.
• Choose Avatar — attach a photo so cashiers can verify identity at the counter.
• Address 1 / Address 2 / City / State / Zip / Country — used for mailing labels and marketing exports.
• Comments — free-form notes. Store Config has options that can surface comments on receipts, so keep anything private out of this field.
• Internal Notes — notes that never appear to the customer or on receipts. They can also be edited mid-sale.
• Company — when the customer represents a business, record the business name here and use first/last name for the contact person.
• Account # — an account or membership number. If set, it is also what the customer's barcode encodes (see below), and it must be unique.
• Override Default Tax For Sale — tick this to charge the customer something other than the location's default taxes. You can pick one Tax Class (tax group) or enter up to five custom taxes with name and percent (with a Cumulative option on the second tax). See setting up taxes.
• Taxable — checked by default. Untick it for tax-exempt customers; a Non tax certificate number field appears so you can record their exemption certificate.
• Tier Type — assigns a price tier so wholesale or VIP pricing applies automatically; see price tiers and customer pricing. Changing it requires the Edit Tier permission.
• Location — the customer's home location, in multi-location businesses.
• Delete credit card Info — removes any card-on-file details saved for this customer by an integrated processor.
• Message to show when adding customer to sale — whatever you type here pops up for the cashier every time this customer is attached to a sale ("always ask for a PO number", "VIP — offer the discount"). It never appears on the customer-facing display.
• Auto Email Receipt — automatically email the receipt after every completed sale. Requires a valid email on the profile.
• Always SMS Receipt — always text the receipt. Requires a valid phone number and a configured SMS provider — see email, SMS and notifications. Get the customer's consent first; message and data rates may apply.
• Custom fields — up to 10 fields you define yourself under … → Custom Field Config; see custom fields.
• Files — attach up to 5 files per save (signed agreements, tax certificates and similar).

If store accounts are enabled, the form also shows the customer's Store account balance (editable only with the Edit Store Account Balance permission), Credit limit (editable only with the Can Set Credit Limit permission) and a Terms dropdown that sets the default invoice terms used when you create invoices for them — see store accounts and credit. If loyalty is enabled, it shows a Disable Loyalty checkbox and the customer's Points or Sales Until Discount (editable only with the Edit customer points/Number of sales until discount permission) — see loyalty programs.

At the top of a saved profile you also get shortcut buttons: Start a New Sale with this customer attached, View Report (their full purchase history report), Pay (starts a store account payment) and Send Email.

Add or edit customers at the register

You never have to leave a sale to manage customers. From the sales register you can quick-add a new customer with just the essentials (title, name, email, phone, address, company, taxable status), or quick-edit an existing one — the sale keeps going while you type. The customer popup during a sale also shows Recent Purchases with a Quantity to Add column, so when someone wants "the same as last time" you re-add those items in a tap.

If Enable customer driver's license scanning is turned on in Store Config, a Scan driver's license button appears on the customer form: scan the barcode on the back of the license and the name and address fields fill in automatically.

Edit, delete and restore customers

• Edit: go to Customers → Customers, find the customer and click Edit in the Actions column. Save when done.
• Delete: tick the checkbox on one or more customer rows and click Delete in the menu that appears above the list, then confirm. Deleting is a soft delete — the record is hidden, not erased.
• Restore: click the ellipsis (…) in the top right and choose Manage Deleted Customers. Tick the rows to restore and click Undelete (you can also Edit a deleted customer's details from here). Click Done to return to the active list.
• Erase permanently: from the ellipsis (…) menu choose Cleanup old customers. This permanently erases all previously deleted customers — it cannot be undone, you cannot pick individual records, and its purpose is to free up account numbers for reuse. Triple-check before confirming.

Customers who have sales cannot be deleted outright in some cases — the app will tell you if a selected customer's history blocks the deletion.

Merge duplicate customers

Duplicates happen — a customer gets added at the register twice under slightly different spellings, splitting their history and balances.

1. Go to Customers → Customers.
2. Tick the checkboxes of the duplicate rows.
3. Click Merge in the menu above the list.
4. In the Merge Customers popup, choose which record to keep in the Merge Into dropdown.
5. Click Submit.

All sales, balances and loyalty from the other records move into the record you kept. Merging cannot be undone, so verify the records before submitting.

Customer barcodes and membership cards

If you issue membership cards, print scannable barcodes from the customer list. The barcode encodes the customer's Account # if one is set, otherwise their customer ID padded to 10 digits; the label also shows their name (and company). Scanning the barcode at the register looks the customer up instantly — if the register can't tell whether you scanned an item or a customer, it asks "What did you scan?" so you can choose.

1. Go to Customers → Customers and tick the customers you need cards for.
2. Click Barcode Labels to print one label per customer on a label printer, or Barcode Sheet to print a sheet on regular paper.
3. For sheets, a popup asks how many label positions to skip — useful when the first few labels on a partially-used sheet are gone. Enter the number and click Submit; the sheet opens as a PDF to print or download.

See barcodes and labels for printer setup.

Mailing labels

If a customer's address is filled out, print an address label straight from the list:

1. Go to Customers → Customers and tick one or more customers.
2. Click Mailing Labels in the menu above the list.
3. The labels open in a new tab as a PDF to print or download. If information is missing, edit the customer record and complete the address.

Store Config → Mailing Labels Format switches the output between PDF and Excel. You can also generate mailing labels for every customer matching a date range or spend threshold from the Customers summary report — see running reports.

Excel export

From Customers → Customers, click the ellipsis (…) and choose Excel Export. A spreadsheet downloads (CSV or XLSX, per your Store Config spreadsheet format) with one row per customer: first and last name, email, phone number plus up to five additional phone numbers, full address, comments, account #, taxable status (y/n), non-tax certificate number, company name, tier name, internal notes, the info-popup message, every custom field, store account balance and credit limit (when store accounts are on), points, amount to spend for next point and disable-loyalty flag (when advanced loyalty is on), location ID (multi-location), auto email receipt and always SMS receipt flags (y/n), default invoice terms, and the customer ID. The export respects your current search filter, and requires the Excel Export permission on the Customers module.

Excel import

Use import to add customers in bulk or mass-update existing ones:

1. Go to Customers → Customers, click the ellipsis (…) and choose Excel Import.
2. Download a starting file: Template for Existing Customers downloads your current customers (including their customer IDs) for editing; Template for New Customers downloads a blank sheet with the right columns.
3. Fill in or edit the rows. Do not change the column headings.
4. Back on the import page, click Choose File, select your saved sheet and continue.
5. Check the mapping screen: each Spreadsheet Column must line up with the right Database Field. Click any value to remap it from a dropdown, then click Next Step.
6. The app warns about duplicate account numbers in the sheet and rows that match customers already in the system. When everything checks out, click Complete Excel Import.

Import notes: tier names must match an existing price tier exactly, or the tier is left unassigned with a warning; when updating existing customers, keep the customer ID column intact so rows match the right records; the sheet carries up to six phone number columns (main plus five additional). The full spreadsheet workflow, including formats, is covered in importing your data.

Restricting a customer to approved items

For contract and B2B customers the profile has an Item Access section. Leave the list empty to allow all items and item kits. Add items or kits to restrict the customer to only those entries — at the register, anything else is refused with "This customer can only purchase approved items." Or tick Allow any item but override prices below to keep the catalog open and use the list purely for per-customer price overrides. Once one customer's list is right, use Copy from customer to duplicate it to another instead of rebuilding.

Permissions

Access is controlled per employee on the Customers module — see permissions and templates:

• Search customers — view the customer list.
• Add, Update — create and edit profiles (also gates Excel import).
• Delete — delete, undelete and manage deleted customers.
• Excel Export — download the customer spreadsheet.
• Edit Store Account Balance, Can Set Credit Limit, Edit Tier, Edit customer points/Number of sales until discount — gate those specific fields on the form.
• Export to Sidekick — gates the bulk export to the Sidekick review platform; see marketing, messaging and reviews.

Two related Store Config options: Only allow employees to set customers in their location limits searches and sales to the employee's current location's customers, and the customer list obeys your rows-per-page setting.

Common questions

Why can't I find a customer I know exists? Check the location filter above the list and the search-type dropdown (name, phone, email, address, city, state). If they were deleted, open … → Manage Deleted Customers and undelete them.

I merged the wrong customers — can I undo it? No. Merging is permanent. Restore what you can manually, and double-check the Merge Into selection next time.

I deleted a customer by accident. Is their history gone? No — deletion is a soft delete. Use … → Manage Deleted Customers and click Undelete. History is only unrecoverable after Cleanup old customers has been run.

Why is the customer not receiving emailed receipts automatically? The profile needs a valid email and the Auto Email Receipt box ticked. Sending also depends on your email settings — see email, SMS and notifications.

Can customers sign themselves up? Yes — share the public customer intake form link; submissions arrive as regular profiles. Details in marketing, messaging and reviews.

What does the barcode on a customer card actually contain? The customer's Account # if one is set, otherwise the 10-digit padded customer ID. Either scans at the register to attach the customer to the sale.

How do I make one customer's popup warning appear at the register? Fill in Message to show when adding customer to sale on their profile. The cashier sees it every time the customer is added to a sale; the customer-facing display never shows it.