Customer Details (Name, Contact, Address)

Customer Details (Name, Contact, Address)

Accurate customer details are crucial for effective communication, delivery, and record-keeping. This guide explains how to manage customer basic information including name, contact details, and addresses in EquiBillBook.

Customer Name

The customer name is a required field and should be entered as follows:

• Individual Customers: Enter full name (e.g., "John Smith" or "Priya Sharma")
• Business Customers: Enter the business name or proprietor name
• Best Practice: Use consistent naming format across all customers
• The name appears on invoices, statements, and reports

Contact Information

Maintain accurate contact details for effective communication:

Primary Mobile Number

• Required Field: Primary mobile number is mandatory
• Format: Enter 10-digit mobile number (or as per your country's format)
• Uniqueness: System may check for duplicate mobile numbers
• Used for SMS notifications, WhatsApp communications, and contact purposes

Email Address

• Optional Field: Email is not mandatory but recommended
• Format: Enter valid email address format (e.g., customer@example.com)
• Used for sending invoices, quotations, payment reminders, and notifications
• Email receipts and documents can be sent directly to this address

Alternative Mobile Number

• Optional Field: Add an alternate contact number
• Useful when the primary number is not reachable
• Helps in maintaining communication backup

Business Information

For business customers, you can add:

• Business Name: Enter the registered business name or trade name
• Business Legal Name: Enter the legal entity name (if different from trade name)
• Business Registration Number: Enter registration number if applicable
• This information appears on invoices and legal documents

Address Management

Managing addresses correctly ensures accurate deliveries and tax calculations:

Billing Address

The billing address is the primary address for the customer:

• Street Address: Enter building number, street name, area
• City: Select or enter the city
• State: Select the state or province
• Country: Select the country
• PIN/Postal Code: Enter the postal or PIN code
• This address appears on invoices and is used for billing purposes

Shipping Address

If the shipping address differs from the billing address:

• Enable the option: "Shipping address is different from billing address"
• Enter a separate shipping address with all details
• Useful for businesses that ship to different locations
• Shipping address is used for delivery challans and shipment tracking

Date Fields

Additional date information you can track:

• Date of Birth (DOB): Enter customer's birth date (useful for personal customers, birthday campaigns)
• Joining Date: Enter when the customer was acquired or joined (useful for customer lifecycle analysis)

Editing Customer Details

To update customer information:

1. Go to Customers → Customer List
2. Find and click on the customer name or click "Edit"
3. Update the required fields (name, contact, address)
4. Click "Update" or "Save" to save changes

Importance of Accurate Details

Accurate customer details ensure:

• Effective Communication: Reach customers for invoices, reminders, and updates
• Accurate Deliveries: Correct shipping addresses ensure timely deliveries
• Tax Compliance: Proper addresses help in accurate tax calculations (GST, place of supply)
• Legal Compliance: Complete information required for invoices and legal documents
• Customer Service: Quick access to contact information for customer support
• Marketing: Email and mobile numbers enable marketing campaigns

Data Validation

The system validates:

• Mobile number format and length
• Email address format
• Required fields are filled
• Address completeness

Best Practices

• Complete Information: Fill in all available fields for better customer management
• Verify Contact Details: Verify mobile numbers and email addresses before saving
• Update Regularly: Keep contact information and addresses up-to-date
• Consistent Format: Use consistent naming and address formatting
• Separate Addresses: Use shipping address when deliveries go to different locations
• Privacy: Handle customer contact information securely and in compliance with privacy regulations

Troubleshooting

Cannot Save Customer: Check that required fields (Name and Mobile) are filled, verify mobile number format, and ensure email format is correct if provided.

Duplicate Mobile Number: The system may prevent duplicate mobile numbers. Use the existing customer record or contact support if this is a legitimate duplicate.

Address Not Saving: Ensure all address fields are properly filled, select valid city/state/country from dropdowns, and verify PIN code format.

Related Topics

• Creating Customers
• Customer Categories
• Customer Tax Information
• Editing Customer Information