Customers

Your customer records are the foundation of your entire sales operation. Every quote, sales order, and invoice you create is tied to a customer — and the details you enter here (currency, Payment Terms, tax code, addresses) flow onto each document automatically, saving you from re-entering the same information every time.

How to create a Customer

1. Go to Master Data > Sales > Customers.
2. Click the + Data Entry button and select New.
3. Enter the Company Name and optionally a Legal Name (used on formal documents).
4. Select the Currency the customer pays in.
5. Assign Payment Terms and Freight Terms — these default onto every sales order and invoice for this customer.
6. Add contact details: Email, Phone, Contact Person, Tax ID.
7. Add one or more Addresses (billing and shipping).
8. Save — the customer code is assigned automatically.

You can also create a customer directly from the Quotes screen when entering a new quote.

What each field means

• Company Name — the trading name shown on Quotes, orders, and Invoices. This is what the customer sees at the top of every document you send them.
• Legal Name — the official registered name for Invoices and tax documents. If your customer's trading name differs from their legal entity name, fill this in; otherwise leave it blank and CifraHQ uses Company Name.
• Tax ID — the customer's government tax identifier (e.g., RUC in Panama). Required for electronic invoicing — without it, e-Invoices will be rejected.
• Customer Type — optional classification (e.g., Retail, Wholesale, Government) that lets you filter customer lists and segment Reports by business type.
• Currency — the default currency for all transactions with this customer. If your customer pays in USD but your books are in PAB, set this once and CifraHQ handles the conversion on every invoice.
• Payment Terms — controls how CifraHQ calculates the due date on Invoices. A customer on Net 30 terms gets a due date 30 days from the invoice date, automatically.
• Credit Limit — the maximum outstanding receivable balance allowed before new orders are flagged. Use this to catch at-risk customers before shipping more goods.
• Balance — the customer's current outstanding receivable balance (read-only, system-maintained).
• Credit — any available credit from pre-payments or credit notes that can be applied to future Invoices (read-only, system-maintained).

Tax configuration

Assign a Tax Code to the customer to control how sales tax is calculated:

• Taxable: select your standard tax code (e.g., ITBMS7).
• Exempt: select your exempt tax code or leave blank.
• Withholding (retención): enter the withholding percentage here if the customer must withhold a portion of the invoice amount.

Tips

• Customers with an overdue balance are flagged with a red indicator on the customer list — a quick visual cue before you approve a new order for an account that hasn't paid.
• Assign Sales Representatives to a customer to track commissions and filter Reports by salesperson.
• Save multiple shipping addresses on the customer record so your team can select the correct delivery address per order without typing it each time.

Related: Quotes · Sales Orders · Invoices · Customer Groups · Tax Codes · Currencies · Payment Terms