Customers
A customer record is the set of answers neoo stops asking you for. Invoices, transactions, payments and reminders all pull their defaults from here, so the more complete the record, the less you type on every document.
Add new customers under Customers → Postings → Add Customer. To find and edit existing customers, use Customers → Reports → Customer Search.
Finding and opening a customer
Customer Search loads your full customer list automatically. Narrow it with the search box at the top, or open Filters for field-by-field criteria — the checkboxes there also control which columns the list shows. Click a customer’s name to open their record for editing.
Adding or editing a customer
The customer form is organised into tabs. You only need the Customer tab to get started — the other tabs let you configure defaults that save time on documents later. When you edit an existing customer, a seventh tab, Log, shows the audit trail of changes to the record.
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 neoo assign one automatically. |
Address
Enter the address as it should appear on printed documents. Two fields are worth knowing about:
| Field | Description |
|---|---|
| Address 2 | A second address line for additional details (floor, suite, etc.). |
| Postal Office | Post office box or postal district, if applicable. |
Contact
| Field | Description |
|---|---|
| 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. |
Additional
| Field | Description |
|---|---|
| Tax Number / SSN | The customer’s VAT registration number or tax identification number. |
| 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, with a Select all checkbox above them to check or uncheck every rate at once. 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 — Saved on the customer record for reference. New sales invoices and customer transactions always start with Tax Included unticked — tick it on the document itself when prices include tax.
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 of generated documents and emails for this customer: Deutsch (Schweiz), Deutsch (Deutschland), English, Français or Italiano. New customers start with your dataset’s default language (see Defaults). |
| Subject (optional) | A custom subject line for the invoice email; each reminder has its own Reminder 1–3 subject (optional). Blank uses the default subject. |
| 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 dataset-wide default configured in Default Email Messages — your customer’s language first, then your default language.
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
The AR account, payment account, terms, currency and Skonto set here pre-fill on every document created for this customer, reducing manual work on each invoice or transaction. The remaining fields are reference values kept on the record.
| Field | Description |
|---|---|
| AR Account | The default AR control account for this customer’s invoices. |
| Payment Account | The bank account pre-selected on this customer’s invoices and transactions. On a sales invoice the QR-bill uses the QR-IBAN of that account. |
| Credit Limit | The maximum outstanding balance allowed for this customer. Shown as a reference on invoices — not enforced automatically. |
| 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 (%) | Stored on the record for reference. Line discounts are entered per line on each invoice — this value is not pre-filled. |
| Skonto (%) / Skonto Terms (days) | The cash discount you grant for early payment and the number of days it applies. Pre-filled on new sales invoices and customer transactions. |
| Start Date / End Date | Reference dates for the relationship. They are stored on the record only — a customer with an End Date still appears in pickers and reports. |
Bank Accounts tab
Record the customer’s own bank account details here. For most customers this tab can be left empty — neoo uses a customer’s IBAN to recognise their incoming payments when matching bank transactions.
When a bank transaction is matched to the customer, the counterparty IBAN is added here automatically.
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, with a Default caption on the primary account and a QRIBAN badge on accounts that hold a QR-IBAN. Click any account to edit it.
Log tab
Available when editing an existing customer. The Log is the audit trail of the record — it shows the changes made to this customer over time, so you can trace who edited what without asking around.
Saving
Click Save to create or update the customer. The record is available immediately for use on invoices and transactions.
Deleting a customer
When editing a customer that is not yet referenced on any document, a Delete button appears next to Save. Deletion is permanent and asks for confirmation; as soon as the customer appears on an invoice or transaction, the button no longer shows. A customer with history stays on file for good — note the end of the relationship in End Date or Notes, and stop using the customer on new documents.