What it is for: keeping in view the people and companies that have already bought from you: what you charge them, what they owe and when their last invoice was. A lead becomes a customer when they buy.
Where to find it: menu Customers and leads («Clientes y leads») → Customers («Clientes»).
Who sees it: anyone who has the CRM. If you do not have it, the screen explains why and lets you ask for it. If you do not see it in your menu, ask in Help and contact («Ayuda y contacto»).
What you see first
- Two buttons at the top: ＋ New customer («＋ Nuevo cliente») and ⬆ Import customers («⬆ Importar clientes»).
- The list of your customers. If you invoice from the panel, the customers you invoice come first, with their recurring fees, the amount invoiced and what is pending collection. Invoicing and recurring-fee amounts are shown without VAT; what is pending collection is shown with VAT.
- Below, the leads who bought, with the date of their last purchase, how many times they have bought and the total.
- If you do not have any yet, you will see a blank screen with the two buttons and a link to My CRM («Mi CRM»).
Step by step
Add a customer by hand
- Click ＋ New customer.
- Fill in what you have: Company («Empresa»), Contact person («Persona de contacto»), Tax ID («NIF / CIF»), Email, Phone («Teléfono») and Address («Dirección»). The company or the contact person is enough.
- Click Save customer («Guardar cliente»).
- You get "Customer created. You can now make quotes and invoices for them." («Cliente creado. Ya puedes hacerle presupuestos y facturas.») and they appear in the list.
- If the phone number already exists, the panel tells you. If it is a different person with the same number, click Save anyway («Guardar igualmente»); otherwise, Cancel («Cancelar»).
Import your customers from an Excel file
- Click ⬆ Import customers.
- Upload a .xlsx, .xls or .csv file. The titles do not have to be on the first row: the panel looks for the title row.
- Say which column is which: Company («Empresa»), Contact («Contacto»), Tax ID («NIF/CIF»), Phone («Teléfono»), Email, Address («Dirección»), Postal code («Código postal»), Town («Población»), Call again on («Volver a llamar el») and Notes («Observaciones»). Leave the ones you do not need as "unused" («sin usar»). You need at least the company column or the contact column.
- If you like, name the list under "List/tag for these contacts (optional)" («Lista/etiqueta para estos contactos (opcional)»).
- Check the preview and click Import («Importar»).
- When it finishes you see how many contacts were added, how many were duplicates (same phone number, skipped) and how many failed, with the row and the reason.
Importing only saves the customers in your panel. It does not send anything to anyone.
Find a customer
- Type in the search box ("Search by name, company, email or phone", «Buscar por nombre, empresa, email o teléfono»). For a phone number, the digits are enough, with no spaces or country code.
- Click Search («Buscar»). To see everyone again, click See all («Ver todos»).
- The totals at the top are still those of all your customers, not just the ones you see.
Open a customer's record
- Click their name. If you have the invoicing module, their full record opens: what they pay, what they owe, their invoices, their tax details, the log and their projects. If not, their record opens in the Contact agenda.
- If you have the Suite, on their full record click + Nuevo proyecto («+ New project») to open one already filled in with that customer (see Projects).
- If they have something pending collection, click the amount in the Pending column to see their invoices.
- In the "Leads who bought" list, click the name to open their record in My CRM.
What each column means
| Column | What it is |
|---|---|
| Customer («Cliente») | Their name or company, with their recurring fees below if they have any |
| Contact («Contacto») | Their email or phone |
| Fee/month («Cuota/mes») | What you charge them each month in recurring fees (without VAT) |
| Invoiced («Facturado») | The total you have invoiced them (without VAT) |
| Pending («Pendiente») | What they owe you (with VAT) |
| Last invoice («Última factura») | The date of their last invoice |
How someone ends up in this list
- You add them yourself with ＋ New customer or import them with ⬆ Import customers.
- They appear on their own when you invoice them or give them a subscription.
- They also appear when a lead in your CRM buys.
There are not two lists of people. A customer is the same person you already had as a contact, seen through what they have bought from you.
If something does not go as expected
| What happens | Why | What to do |
|---|---|---|
| I see a padlock and "This section comes with My CRM" | You do not have the CRM | Click I want to see it («Quiero verlo») to ask for it |
| The list is empty | You have not added, imported or invoiced anyone yet | Use ＋ New customer or ⬆ Import customers |
| It will not let me save the customer | The company and the contact person are both missing | Fill in at least one of the two |
| It says the phone number already exists | Someone with that number is already in your list | Check whether it is the same person; if not, Save anyway |
| A customer does not show up when I search | You are searching with a detail that does not match | Try the email or the digits of the phone number |
| My list has other columns (policies, supply points) | You have an insurance or energy module | That version shows your portfolio for that sector |
Related
- My CRM: your leads, pipeline and tasks.
- Contact agenda: who to call today.
- Projects: the work for each customer, with tasks and deadlines.
- Product catalogue: what you sell.