Customers

Customers Screen Documentation

The Customers module is designed to help businesses streamline repeat orders, maintain accurate customer records, improve quoting accuracy, and simplify production workflows.

This screen is commonly used by:

• Sales staff
• Customer service staff
• Administration teams
• Production managers
• Account managers
• Business owners

Main Functions

The Customers screen allows users to:

• Add new customers
• Edit existing customers
• Store contact information
• Assign pricing groups
• Mark customers as active or inactive
• Set tax exemption status
• Add internal notes
• View customer history
• Bulk upload customer records
• Manage customer portal access

Customers List Screen

Purpose

The main Customers page displays all customer records in a searchable and organized table format.

Users can quickly:

• View customer information
• Open customer profiles
• Check pricing groups
• Review active/inactive status
• Identify tax exempt customers
• Create new customer records
• Bulk import customers

Customer List Columns

Business / Customer

Displays the business name or customer name.

Selecting the customer name opens the full customer profile.

Contact Name

Displays the primary contact person for the customer account.

This is useful for:

• Sales communication
• Artwork approvals
• Production questions
• Invoice follow-up

Email

Displays the customer email address used for:

• Quotes
• Invoices
• Notifications
• Customer communication
• Portal invitations

Phone

Displays the customer phone number.

Useful for:

• Urgent production communication
• Delivery coordination
• Customer support

Pricing Group

Displays the assigned pricing group for the customer.

Pricing groups allow businesses to automatically apply customer-specific pricing adjustments.

Examples:

• Retail Pricing
• Wholesale Pricing
• VIP Pricing
• Trade Pricing
• Staff Pricing

The percentage value displayed next to the pricing group indicates the pricing adjustment applied.

Example:

Wholesale (+10%)

Status

Displays the current customer account status.

Active

Active customers can:

• Receive quotes
• Receive invoices
• Place orders
• Be selected in workflows

Inactive

Inactive customers are retained in the system for historical records but are generally excluded from normal operational workflows.

Tax Exempt Status

Customers marked as Tax Exempt will:

• Show Tax Exempt on invoices
• Show Tax Exempt on quotes
• Automatically calculate zero tax

This is useful for:

• Government organizations
• Non-profit organizations
• Tax exempt businesses
• Approved wholesale entities

Add Customer Button

Purpose

The Add Customer button opens the customer creation form.

This allows staff to create new customer accounts before:

• Creating quotes
• Creating invoices
• Processing orders
• Managing artwork
• Starting production jobs

Bulk Upload Customers

Purpose

The Bulk Upload Customers function allows businesses to import multiple customer records using a CSV file.

This feature is useful when:

• Migrating from another system
• Importing spreadsheet data
• Setting up initial customer databases
• Updating large customer lists

Customer Profile Screen

Purpose

The Customer Profile screen stores detailed information about a customer account.

This screen acts as the primary customer management area.

Customer Information Fields

Business / Customer Name

Required field.

Stores the:

• Business name
• Company name
• Individual customer name

This field is used throughout the system for:

• Quotes
• Invoices
• Production jobs
• Reports
• Search results

Contact Name

Stores the main contact person for the customer.

Examples:

• Purchasing manager
• Office administrator
• Business owner
• Production contact

Email Address

Stores the customer email address.

Used for:

• Sending quotes
• Sending invoices
• Artwork approvals
• Notifications
• Portal invitations
• Customer communication

Phone Number

Stores the customer phone number.

Recommended for:

• Production communication
• Delivery coordination
• Urgent contact

Address

Stores the customer address.

This may include:

• Billing address
• Delivery address
• Business address

Useful for:

• Shipping
• Delivery scheduling
• Invoice records
• Customer reference

Pricing Group Assignment

Allows the customer to be assigned to a pricing structure.

Pricing groups automatically adjust sell pricing for:

• Products
• Services
• Quotes
• Invoices

Benefits include:

• Faster quoting
• Consistent pricing
• Reduced pricing errors
• Customer-specific pricing automation

Active Status

Controls whether the customer account is currently active.

Active Customers

Can:

• Receive quotes
• Receive invoices
• Place new orders
• Be selected during workflows

Inactive Customers

Remain in the system for:

• Historical records
• Reporting
• Previous invoice access

Inactive customers help businesses retain historical customer information without cluttering active workflows.

Tax Exempt Customer

Enables tax exemption for the customer.

When enabled:

• Quotes show Tax Exempt
• Invoices show Tax Exempt
• Tax automatically calculates as $0.00

Notes Section

The Notes field allows staff to store internal customer information.

Examples:

• Preferred garment brands
• Print setup requirements
• Embroidery instructions
• Delivery preferences
• Payment terms
• Artwork requirements
• Customer preferences
• Internal reminders

Notes help improve consistency and customer service quality.

Customer History

Purpose

Customer History provides visibility into previous customer activity.

This may include:

• Previous quotes
• Invoices
• Production jobs
• Artwork approvals
• Order activity
• Portal activity

Benefits:

• Faster repeat orders
• Better customer support
• Improved sales tracking
• Historical visibility

Customer Portal Functions

Purpose

The customer portal allows customers to interact with the system externally.

Possible functions may include:

• Viewing quotes
• Approving artwork
• Viewing invoices
• Uploading files
• Tracking orders

Customer Portal Invitation

Portal invitations can be sent directly to customers via email.

This allows customers to securely access their account portal.

Recommended Workflow

Standard Customer Setup Workflow

1. Open Customers
2. Click Add Customer
3. Enter customer business name
4. Enter contact details
5. Assign pricing group
6. Add address information
7. Configure tax exemption if required
8. Add internal notes
9. Save customer record
10. Begin creating quotes or invoices

Best Practices

Always Assign Pricing Groups

Assign pricing groups during customer setup to:

• Reduce pricing mistakes
• Speed up quoting
• Maintain pricing consistency

Keep Notes Updated

Internal notes should be updated regularly.

Useful notes improve:

• Customer service
• Production accuracy
• Repeat order efficiency

Mark Inactive Customers Properly

Instead of deleting customer records, mark them as inactive.

Benefits:

• Maintains historical reporting
• Retains invoice history
• Preserves production records

Verify Contact Information

Always confirm:

• Email addresses
• Phone numbers
• Delivery addresses

This helps reduce:

• Delivery errors
• Invoice issues
• Communication delays

Common Use Cases

New Customer Setup

Create customer accounts before:

• Sending quotes
• Creating jobs
• Uploading artwork
• Starting production

Repeat Customer Orders

Customer records help staff quickly:

• Access previous orders
• Reuse artwork
• Recreate invoices
• Repeat production settings

Wholesale Pricing Management

Pricing groups allow businesses to manage:

• Wholesale customers
• Trade accounts
• VIP accounts
• Staff discounts

Troubleshooting

Customer Not Saving

Check:

• Required fields are completed
• Customer name exists
• Email format is correct
• Database connection is active

Pricing Group Not Showing

Check:

• Pricing groups exist
• Pricing group is active
• User permissions are correct

Tax Calculating Incorrectly

Check:

• Tax Exempt status is configured correctly
• Invoice settings are updated
• Customer record is saved

Related Features

The Customers module works closely with:

• Quotes
• Invoices
• Production Jobs
• Artwork Management
• Pricing Groups
• Customer Portal
• Reporting
• Order Tracking

Summary

The Customers screen is one of the core operational modules within Print Shop Worx.

Proper customer management improves:

• Workflow efficiency
• Customer communication
• Pricing consistency
• Production accuracy
• Historical tracking
• Reporting visibility
• Repeat order speed

Maintaining accurate customer records helps businesses streamline operations and deliver a more professional customer experience.