Customers: record, price list and addresses
Integral plan
Add your customers with their price list, delivery addresses and tax details, import them from Excel and manage their access to the portal.
What it is for
The customer record holds everything you need to sell to them: their tax and contact details, the price list they pay, whether their delivery note shows prices or not, and the addresses you deliver to. With it, every order and every dispatch fills itself in with the right price and the right address.
It is used by the owner, the manager and whoever handles the admin. It is also the starting point for the customer portal: from the list you invite each customer to place their orders themselves.
Before you start
- Customers are included in the Integral plan. They are managed by the administrator and the manager; the Salesperson role works with them in orders but doesn't see the customer list.
- If you are going to give special prices, create your price lists first: that way you can assign them when you add each customer.
- Think about how you invoice today. If we connect Recipok to your invoicing software, the tax number and legal name need to be right from the start.
Add a customer
Go to Sales › Customers and click Add customer. The Create customer window opens.
| Name | Tax no. | Prices/doc. | 2Sale rate | Departures | 3Portal | |
|---|---|---|---|---|---|---|
| Cafetería El Puerto | pedidos@elpuerto.es | B12345678 | Yes | Cafés | 48 | Portal active |
| Hotel Mirador | compras@hotelmirador.es | A87654321 | No | Hotels | 22 | Invited |
| Bar La Esquina | — | — | Yes | RRP | 5 | No email |
- 1Add customer opens the record; Import loads many at once from Excel.
- 2Sale rate: the prices each customer buys at (RRP, wholesale price or one of your price lists).
- 3Portal: only appears if you have the customer portal switched on. Without an email address the customer can't be invited.
| Field | What it is for |
|---|---|
| Name | The only compulsory one. It's the name you'll see on orders and dispatches. |
| Phone, E-mail | The email address receives orders as PDFs and is used to invite them to the portal. |
| Tax no., Business name, Tax ID type | The details printed on the delivery note. Essential if you connect your invoicing. |
| Phone 2, Fax, Website, Notes | Extra contact details and internal notes. |
| Prices/doc. | If ticked, the dispatch document the customer receives shows prices. Untick it if another program does the invoicing and you only want a delivery note. |
| Sale price | The customer's price list: RRP (default), Wholesale price or any of your price lists. |
If you have invoicing connected, the record also shows the details that program needs (payment method, VAT regime, series…) and the customer's ID there. The VAT regime decides whether the delivery note carries the equivalence surcharge.
Delivery and billing addresses
A customer can have several addresses: the billing one and one for each site you deliver to. Save the customer first; then, in the Addresses section:
New address
Fill in the six compulsory fields, marked with an asterisk: Country, Full name of the recipient, Postal code, Delivery address, Region or State and City. The button stays inactive until they are all filled in.
Phone and type
Add the Phone number of the person receiving the goods and tick Billing Address if it's the registered tax address.
The default one
Click Set as Default on the address you use most: it's the one suggested on each dispatch. You can choose another one on the dispatch.
If something goes wrong when saving, Recipok shows you a message: no address is ever lost silently.
Import customers from Excel
In Sales › Customers click Import. In the Bulk customer import window:
- Click Download template and fill it in without changing the columns.
- Drag the file (.xlsx or .xls) onto the upload area.
- Check the result: if some customers already existed, Recipok tells you instead of duplicating them.
If you're coming from another program with thousands of customers, don't wrestle with the template: send the file to the support team and we'll load it for you.
The customer and the portal
With the customer portal switched on, each row in the list has a Portal column with the Invite button and, once the customer is invited, these options:
- Portal stores: which stores they can order from. If they have none, they can't order.
- Copy invitation link and Copy the connection code, to send it again if the email didn't arrive.
- Remove from portal: they can no longer log in or place orders. The customer, their orders and their history are kept, and you can invite them again.
If you delete a customer, their portal access is closed as well.
Tips
- Check the Departures column: it tells you how many delivery notes each customer has and helps you spot duplicates.
- Think twice before deleting a customer who no longer buys from you: their dispatches are still part of your traceability.
- If you invoice with another program, we connect Recipok to the one you already use so that customers and delivery notes flow across automatically.