Customers

The Customers module in Zoho Spend helps your organization manage expenses that are incurred on behalf of clients. Whether your employees travel for client meetings, purchase materials for a project, or provide billable services, these expenses can be associated with a customer to ensure accurate tracking and billing.

Statuses of Customers

Customers in Zoho Spend can be in one of the following statuses:

• All Customers: All the customers will be listed in this filter.
• Active Customers: All the active customers in your Zoho Spend organization will be listed in this filter.
• Inactive Customers: All the inactive customers in your Zoho Spend organization will be listed in this filter.
• CRM Customers: All the customers from Zoho CRM will be listed in this filter.

Add New Customers

Here’s how you can add customers:

• Go to Settings on the left sidebar.
• Click Customers.
• Click + New Customer.
• Select the Customer Type. You can choose either Business or Individual.
  • The contacts which are associated to any Account in Zoho CRM is of type Business and the other contacts will be of type Individual.
• Enter the Primary Contact information.
• Enter the Company Name.
• Enter the Contact Display Name.
  • If you want to add an organization as primary contact, add the organization’s name in the Contact Display Name field. The Contact Name, Email Address and Contact Number will be that of the primary contact in the organization.
  • To identify an individual customer, enter their name in the Contact Display Name field followed by other contact information.
• Select the Currency they deal with from the dropdown.
• Add the Contact Person details to be associated with the customer.
• Click Save.

Associate Customers to Transactions

You can associate customers to the following modules:

• Trips
• Expenses
• Reports
• Advances
• Purchase Requests
• Purchase Orders
• Bills

Here’s how you can associate customers to transactions:

• Create a new trip, expense, report, advance, purchase request, purchase order, or bill by clicking + New in the respective module.
• In the Customers field, select the customer from the dropdown.
• Click Save

Import Customers

Here’s how you can import customers:

• Go to Settings on the left sidebar.
• Click Customers.
• Click the More icon at the top right corner.
• Click Import Customers.
• Click Choose File and select the file you want to import. Or, drag and drop the file that you want to import.

• Select the Character Encoding and File Delimiter.
• Click Next.
• Check the mapping of the fields and click Next.
• Click Import.

Add Custom Fields

Create custom fields to capture the specific information based on your needs for your customers.

Edit Customers

Here’s how you can edit customer details:

• Go to Settings on the left sidebar.
• Click Customers.
• Hover over the customer you want to edit and click the More icon.
• Select Edit.
• Make the necessary changes and click Save.

Mark a Customer as Inactive

In the course of running your business, certain customers may no longer need the goods or services you sell. In that case, you can mark those customers as inactive and once you do that, you will not be able to associate those inactive customers with records. Here’s how:

• Go to Settings on the left sidebar.
• Click Customers.
• Select the customers you want to mark as inactive.
• Click Mark as Inactive at the top pane.

Mark an Inactive Customer as Active

In the course of running your business, certain customers may no longer need the goods or services you sell. In that case, you can mark those customers as inactive and once you do that, you will not be able to associate those inactive customers with records.

However, if those customers purchase goods or services from you again, you can mark these customers as active and associate them to your expense reports easily. Here’s how:

• Go to Settings on the left sidebar.
• Click Customers.
• Select the inactive customers you want to mark as active.
• Click Mark as Active at the top pane.

Export Customers

If you would like to send your customer details to your accounting software or any other application, you can export them. Here’s how:

• Go to Settings on the left sidebar.
• Click Customers.
• Click the More icon at the top right corner.
• Click Export Customers.
• Choose the Export File Format. You can choose from CSV, XLS, and XLSV.
• Enter the File Protection Password if you want to protect the export file.
• Click Export.

Delete Customers

Here’s how you can delete customers:

• Go to Settings on the left sidebar.
• Click Customers.
• Hover over the customer you want to delete and click the More icon.
• Select Delete.
• Confirm your action by clicking Delete in the pop-up.