Customers #
Your customer records are the foundation of everything in Accounts Receivable — invoices, transactions, payments, and reminders all pull their defaults from here. Keeping customers complete and accurate means less manual entry on every document you create.
Navigate to AR → Customers to view, add, and edit your customers.
Customer list #
The list shows all your customers. Click any customer’s name or number to open their record for editing.
Adding or editing a customer #
The customer form is organised into six tabs. You only need the Customer tab to get started — the other tabs let you configure defaults that save time on documents later.
At the top of the form, select whether the customer is a Company or a Person. This affects how the name and address are handled on printed documents.
Customer tab #
This tab holds the core identity, address, and contact information for the customer.
Name and number #
| Field | Description |
|---|---|
| Customer Name | The customer’s full name or company name. Required. |
| Customer Number | A unique identifier for the customer. Leave blank to have Neo-Ledger assign one automatically. |
Address #
| Field | Description |
|---|---|
| Street Name | The street name of the customer’s address. |
| Street Number | The building or unit number. |
| Address 2 | A second address line for additional details (floor, suite, etc.). |
| Postal Office | Post office box or postal district, if applicable. |
| Zip/Postal Code | The postcode or ZIP code. |
| City | The city. |
| State/Province | State, province, or canton. |
| Country | The customer’s country. |
Contact #
| Field | Description |
|---|---|
| Phone | Main phone number. |
| Mobile | Mobile number. |
| The primary email address invoices and reminders are sent to. | |
| Cc | An additional email address that receives a copy of every email sent to this customer. |
| Bcc | An email address that receives a blind copy of every email sent to this customer. |
| Fax | Fax number, if applicable. |
Additional #
| Field | Description |
|---|---|
| Tax Number / SSN | The customer’s VAT registration number or tax identification number. |
| SIC | Standard Industry Classification code, if used. |
| Notes | Internal notes about this customer. Not visible on documents. |
Contact Person tab #
Use this tab to record the individual contact at the customer’s organisation. These details are available for use in document templates and email messages.
| Field | Description |
|---|---|
| Salutation | e.g. Mr., Ms., Dr. |
| Title | Job title or formal title. |
| First Name | Contact’s first name. |
| Last Name | Contact’s last name. |
| Occupation | Role or position at the organisation. |
| Gender | Male or Female. |
VAT tab #
Control which tax rates apply to this customer and how tax is calculated on their invoices.
VAT Rates — Each configured tax rate appears as a checkbox. Only the rates checked here will be applied to documents for this customer. A tax rate is only charged on an invoice if it is selected on both the service and the customer — if either side is missing the rate, it is not charged.
Tax Included — When checked, prices on this customer’s invoices are treated as tax-inclusive by default (tax is extracted from the totals rather than added on top).
Communication tab #
Set up the language and custom email messages for this customer. Defaults configured here override the system-wide message templates for this customer only.
| Field | Description |
|---|---|
| Language | The language used for document generation and email messages for this customer. Visible only if languages are configured in your dataset. |
| Message | A custom email body for the standard invoice send email. Overrides the system default message template. |
| Reminder 1 message | Custom email body for the first payment reminder. |
| Reminder 2 message | Custom email body for the second payment reminder. |
| Reminder 3 message | Custom email body for the third payment reminder. |
Leave any message field blank to fall back to the system-wide template configured in System → Messages.
Using variables in messages #
All message fields support variables that are replaced with real values when the email is sent. To insert a variable, type { anywhere in the message — a dropdown appears showing all available variables. Continue typing to filter, then click or press Enter to insert.
Variables are written as {variablename} in the message body. For example:
Dear {salutation} {lastname},
Please find attached invoice {invnumber} dated {invdate}, due on {duedate}.
Total: {total} {currency}Available variables:
| Variable | Inserts |
|---|---|
{invnumber} |
Invoice number |
{invdate} |
Invoice date |
{duedate} |
Payment due date |
{subtotal} |
Invoice subtotal (before tax) |
{total} |
Invoice total |
{currency} |
Invoice currency |
{customer} |
Customer name |
{customeremail} |
Customer email address |
{salutation} |
Contact person’s salutation |
{firstname} |
Contact person’s first name |
{lastname} |
Contact person’s last name |
{contacttitle} |
Contact person’s title |
{occupation} |
Contact person’s occupation |
{company} |
Your company name |
{companyaddress1} |
Your company address line 1 |
{companyaddress2} |
Your company address line 2 |
{companycity} |
Your company city |
{companystate} |
Your company state or canton |
{companyzip} |
Your company postcode |
{companycountry} |
Your company country |
{companyemail} |
Your company email |
{iban} |
Your bank IBAN |
{bic} |
Your bank BIC/SWIFT |
{month} |
Current month |
{month-1} |
Previous month |
{month+1} |
Next month |
{year} |
Current year |
Accounting tab #
These defaults pre-fill on every document created for this customer, reducing manual work on each invoice or transaction.
| Field | Description |
|---|---|
| AR Account | The default AR control account for this customer’s invoices. |
| Payment Account | The default bank account used for this customer’s payments. Also determines the QR code account on QR invoices. |
| Credit Limit | The maximum outstanding balance allowed for this customer. Shown as a reference on invoices — not enforced automatically. |
| Threshold | Minimum outstanding balance before a payment reminder is triggered. |
| Terms (days) | Payment terms in days. Used to calculate the due date on invoices automatically. |
| Currency | The default currency for this customer’s documents. |
| Discount (%) | A default line discount percentage applied to all new invoices for this customer. |
| Start Date | The date from which this customer record is active. |
| End Date | If set, the customer is inactive after this date. |
Bank Accounts tab #
Record the customer’s own bank account details here. For most customers this tab can be left empty — it is only needed when your workflow requires referencing the customer’s bank details directly, for example for direct debit or payment file generation.
If automated bank transaction imports are enabled, this information may be populated automatically as transactions are matched to the customer.
Bank accounts can only be added after the customer record has been saved for the first time. Save the customer, then return to this tab to add accounts.
Each bank account shows its IBAN or QR-IBAN, with a Default label on the primary account. Click any account to edit it.
Saving #
Click Save to create or update the customer. The record is available immediately for use on invoices and transactions.