Customers
Manage your customer database and contact information
Customer Management Overview
Your customer database is central to efficient invoicing. By maintaining accurate customer records, you can quickly create invoices with auto-filled information and track your business relationships over time.
Benefits of Customer Management: - Quick invoice creation with one-click auto-fill - Consistent customer information across all documents - View complete customer invoice history - Track customer contact details and business information - Documents can render in the customer's language, so each client reads invoices and quotes in their preferred tongue - EU VAT (VIES) validation with company name and address auto-fill - Internal notes and file attachments kept per customer - Organize contacts with search and sorting
All customer features described here are available on every plan.
Centralized storage for all customer information
View all invoices and quotes for each customer
Render each client’s invoices and quotes in their preferred language
Validate EU VAT numbers (VIES) and auto-fill company name and address
Adding Customers
You can add customers from the Customers page or directly while creating an invoice or quote.
Customer Information Fields:
Required: - Name (individual or company name) - Email (for sending invoices and quotes)
Optional: - Type (Customer or Lead — track prospects separately from active clients) - Contact name (individual contact at a company) - Phone number - Tax ID (local registration number) - VAT number (EU VAT — validated against VIES as you type) - Street address - City - State / Province - Postal code - Country
VAT validation and auto-fill: When you enter an EU VAT number, Invotify validates it against the European Commission's VIES database in real time. A valid number is confirmed with a green check; an invalid one is flagged before you save. On a successful lookup, the registered company name and address are auto-filled into any fields you've left blank — so you can create a complete B2B customer from just a VAT number.
Adding from Customers Page: 1. Navigate to Customers in the sidebar 2. Click "Add Customer" button 3. Fill in the customer details 4. Click Save
Adding While Creating an Invoice: 1. In the invoice editor's Bill To section, switch to "Add Customer" 2. Fill in the minimum required fields (name and email) 3. Save — the customer is stored in your customer list and automatically selected for the invoice
- Always include email addresses for invoice delivery
- Add tax IDs for B2B customers for proper tax documentation
- Complete addresses make your invoices look more professional
- Use consistent naming conventions for easy searching
- Add contact names when billing companies to personalize communication
Managing Customers
The customer list provides tools to search, sort, and manage your customer database efficiently.
List Features: - Search across name, email, and phone number - Sort by name, email, phone, or location (click the column headers) - Filter by type (Customers or Leads) - Pagination (10 customers per page) - Multi-select with bulk delete (Shift-click to select a range) - Quick actions for each customer
Customer Actions: - View - Open customer details page with full profile and history - Edit - Modify customer information - Delete - Remove customer (with confirmation dialog)
Customer Details Page: Each customer has a dedicated page showing: - Full contact information (name, contact person, email, phone, tax ID, VAT number) - Complete business address - Revenue stats for the customer (this year, last year, average invoice, predicted) - All invoices associated with the customer (number, date, amount, status) - An activity area for internal notes and file attachments kept against the customer - A client statement generator — pick a date range to produce a running-balance PDF - Quick actions (edit, delete, create new invoice for this customer)
Customer files: File attachments live on the customer's activity area and count toward your account's file-storage quota. See the Files section for storage limits and supported file types.
Find customers by name, email, or phone number
Sort by name, email, phone, or location; filter Customers vs Leads
See complete customer profile and full invoice history
Generate a running-balance PDF for any date range
Best Practices
Follow these best practices to maintain a clean and useful customer database.
Data Quality: - Verify email addresses before saving to ensure invoice delivery - Use consistent formatting for phone numbers - Include full addresses for all business customers - Update information when customers notify you of changes
Organization: - Use company names for B2B customers - Use full names for individual customers - Add contact names to distinguish people at the same company - Keep tax IDs current for compliance
Maintenance: - Regularly review and update customer information - Remove duplicate entries using the search feature - Export customer data as CSV from the Customers page (Export CSV), or as part of the full JSON archive via Settings → Privacy & Data
- Send a test email to verify customer email addresses before sending actual invoices
- For EU B2B clients, enter the VAT number first and let VIES auto-fill the company name and address
- Choose the document language in the invoice or quote editor so each client reads it in their tongue
- Use the search feature to avoid creating duplicate customers
- Complete addresses help with tax compliance and professional appearance