Customer profiles with history and balances
Each customer in SeroPOS has a profile with their contact details, address, birthday, group and balance. Open it and you see everything they have bought, what they owe, what they have paid, their reward points and any notes, in one place.
Customer profiles in SeroPOS
Full contact record
Name, business name, mobile with country code, landline, email, date of birth, tax number and address.
Shipping address
A separate shipping address with address search, ready to use on invoices and deliveries.
Groups, terms and limits
Customer group, pay term, credit limit and opening balance on the same record.
Tabs for the whole history
Ledger, Sales, Subscriptions, Documents and Notes, Payments, Reward Points and Activities.
Add at the till
Search or add a customer from the app's home screen before starting an order.
Ten custom fields
Track whatever else matters to you, from allergies to account numbers, in fields you name.
What a customer record holds
Customers live under Contacts in the back office. A record holds the customer's name with prefix, a business name for trade customers, a mobile number with country code, a landline, email and date of birth. Add their tax number if they need it on invoices, a billing address and a separate shipping address, which has an address search to save typing.
Money settings sit on the same record: the customer group, a pay term in days or months, a credit limit and an opening balance for anything they owed before you switched to SeroPOS. Ten custom fields, named in Business Settings, hold anything else you want to track. Fill in what you will use, and leave the rest blank.
- Contact details and date of birth
- Billing and shipping addresses
- Customer group
- Pay term and credit limit
- Opening balance
- Up to 10 custom fields
The customer page
Open a customer and the tabs tell the whole story. Ledger shows invoices, returns and payments with a running balance for any date range. Sales lists every purchase. Subscriptions lists recurring invoices. Payments shows what they have paid and how. Reward Points shows points earned and redeemed. Documents and Notes keeps files and comments, and Activities records changes.
From the page you can take a payment against their total due, email them their ledger as a statement, or deactivate a customer who should no longer be sold to on credit. Everything is there when they call with a question. Staff answer questions on the spot instead of promising to call back.
Customers at the till
In the SeroPOS app, the home screen starts with Search or Add Customer. Type a name or number to find them, or add a new customer with first, middle and last name, contact number, mobile, email, date of birth, customer group and address. Delivery orders need a customer with an address, so the app asks for one when it is missing.
Attaching the customer to a sale means their points, credit limit and group pricing apply, and the sale appears on their profile. Customers added at the till sync to the back office, so the whole team sees the same record. A customer added at the counter today is ready for an invoice in the back office tomorrow, with nobody typing their details twice. It also keeps duplicate records to a minimum.
Importing and keeping records tidy
If you have customers in another system, Import Contacts takes a spreadsheet of customers and suppliers in one go. Fill in the template, upload it, and the records appear with their balances and details. Check a few imported records afterwards to make sure the columns landed in the right fields, then fix any odd ones by hand. Balances carried over should match what you had in the old system.
To keep data private, roles can limit staff to their own customers, and a user can be restricted to selected contacts only. That is useful for sales reps who manage their own accounts, or for businesses where some customers' details should be seen by managers only. Managers can keep full access to every record.
Frequently asked questions
Can I add a customer from the till?
Yes. On the app's home screen, use Search or Add Customer. Add their name, contact number, email, date of birth, group and address. The customer syncs to the back office and appears in Contacts with the rest of your customers.
Can I see a customer's purchase history?
Open the customer in Contacts and go to the Sales tab for every sale, or the Ledger tab for sales, returns and payments with a running balance. Both cover sales from the till and from the back office. Pick a date range to narrow it down.
Can I import my existing customer list?
Yes. Use Contacts, then Import Contacts, with a spreadsheet of customers. You can include contact details, addresses, groups and opening balances, then edit records afterwards to add pay terms or credit limits. Check a few records after importing. Balances should match your old system.
Can I limit which customers staff can see?
Roles include all customers or own customers only. On a user record, Allow Selected Contacts limits that person to the contacts you choose. Use both to keep customer details on a need-to-know basis. Managers keep access to every contact. That keeps details need-to-know.
What custom information can I keep on a customer?
Up to 10 contact custom fields, named in Business Settings, Custom Labels. Use them for allergies, preferred contact time, account numbers, membership IDs or anything else you track. Documents and Notes holds files and comments. Keep custom fields few and clearly named.