Customer Records

A customer record connects relationship details to the financial work your team performs for that customer. It is the place to answer questions such as: What is outstanding? What has the customer paid? Who owns the next follow-up? Which notes and files explain the account?

Customer records belong to the active team. Switching teams changes the customer ledger, and a customer ID from another team does not open or update a record in the current team.

What a Customer Record Includes

The full record has three main areas:

• Customer header — name, primary contact, tags, and actions to create an invoice, edit the record, or delete it
• Financial summary — total invoiced value, estimated MRR and ARR when paid history exists, and a spend-over-time chart
• Relationship workspace — activity, invoices, emails, notes, tasks, files, contact information, address, payment methods, and customer-level actions

Select a customer name from Customers to open the full record. Selecting a non-interactive cell in the customer table opens a compact details sheet first; choose Open Full Page for the complete workspace.

Understand the Financial Signals

Total Spend and Total Revenue

The full record's Total Spend and Total Revenue values add paid, unpaid, and overdue invoice amounts. Draft, scheduled, and canceled invoices are excluded.

This is invoiced value, not cash collected. Use the invoice statuses and payment records before treating it as realized revenue.

The customer list's Revenue column is different: it adds paid invoices only. The Outstanding column adds unpaid and overdue invoices, while the overdue indicator shows the past-due portion.

MRR and ARR

MRR and ARR are estimates derived from paid invoice amounts:

• with multiple paid invoices, the estimate uses their average amount
• with one paid invoice, the latest amount is used as the monthly estimate
• ARR annualizes the monthly estimate by multiplying it by 12
• with no paid invoice history, the cards show zero and No recurring revenue detected

These cards do not inspect a subscription schedule or prove that an invoice recurs monthly. Treat them as directional estimates, especially for annual, quarterly, irregular, or one-time billing.

Spend Over Time

The chart groups paid, unpaid, and overdue invoice amounts by month. It opens with roughly the previous 12 months and offers 3-, 6-, 12-, and 24-month shortcuts plus a custom date range.

If a customer uses more than one currency, the record does not provide a consolidated exchange-rate conversion. Review the underlying invoices by currency before using the chart or total in a financial decision.

Payment Health

The compact details sheet can show a payment-health score, risk band, and on-time rate when enough invoice history exists. If the section is absent, there is no scoreable history yet.

The risk bands are Healthy, Moderate, At risk, and Critical. They are operating signals, not credit ratings. Confirm the supporting invoices and payment activity before escalating an account.

Work Through the Record Tabs

Activity

Activity shows events associated with the customer. A newly created customer has a creation event even when no other activity exists.

Use the timeline to confirm that the relationship history is attached to the correct customer, but do not rely on it as a complete audit log of every external conversation.

Invoices

Invoices shows up to 10 invoices for the customer with amount, currency, status, issue date, due date, and paid date when available. Select an invoice to open its details.

Choose View All to continue in Invoices when the customer has more records or you need the full filter and lifecycle controls.

Emails

Emails shows collection and reminder communications recorded for the customer. Messages are presented chronologically and include recipients, delivery state, channel, and a body preview when available. Related reply and forward subjects are grouped for context.

This tab is a communication history, not an email composer. Send or schedule supported messages from the relevant invoice or receivables workflow.

Notes

Use Notes for internal context that should remain with the customer:

1. Enter the decision, exception, or relationship detail.
2. Select Save note.
3. Confirm the note appears with its author and timestamp.

Deleting a note is immediate from the note list. Copy important information elsewhere before removing it.

Tasks

Create customer-specific work with a required title and optional description and due date. A task moves through this cycle:

1. To do
2. In progress
3. Done
4. back to To do if selected again

The action button always advances to the next state. Task deletion is immediate, so verify the task before selecting Delete.

Files

The Files tab combines two file types:

• customer files uploaded directly to the record
• invoice files associated with the customer

Drag one or more files onto the upload area or select files from your device. The page shows upload progress and refreshes the list when storage and record creation succeed.

Customer-uploaded files can be previewed, downloaded, and deleted after confirmation. Invoice files can be opened or downloaded from this tab, but they are managed with the related invoice rather than deleted as customer uploads.

The upload control does not present a file-size or file-type limit. A storage or policy rejection appears as an upload error; retry only after checking the file and your team's storage access.

Review Contact and Account Details

The right side of the full record can show:

• primary and billing email
• phone and website
• billing address and tax or VAT number
• the general note saved on the customer form
• tags
• stored payment method type and last four digits, including the default marker
• invoice and project counts
• customer age

Payment methods are read-only in this record. Add, replace, or remove a payment method through the payment flow that created it.

Customer Actions

The compact sheet shows Chase overdue only when payment-health data reports an overdue ratio. The customer list also exposes the action when the row has an overdue amount.

Data and Deletion Boundaries

Deleting a customer is not an archive operation and cannot be undone from the product.

The customer record, tags, notes, tasks, uploaded-file records, payment-method links, and linked projects are removed with it. Existing invoices are retained, but their customer association is cleared. Collection cases and promises that are configured to survive can also remain without a customer link.

Because invoice and operational history can outlive the customer link, review the record before deletion and export or reassign any context your team must preserve.

Current Limitations

• The full record initially shows up to 10 invoices and up to 25 emails, notes, tasks, and files. Continue in the relevant workspace when you need a longer history.
• MRR and ARR are invoice-based estimates, not subscription-ledger values.
• Mixed-currency customer totals are not converted into a shared base currency.
• Add to List does not currently create a list membership.
• The website field is normalized when saved. If its link opens incorrectly, copy the displayed domain and open it directly in a new browser tab.

Troubleshooting

The customer record is not found

Confirm that the correct team is active and that the customer has not been deleted. Customer records cannot be opened across team boundaries.

A financial total does not match collected cash

Open Invoices and separate paid, unpaid, and overdue records. The customer-level Total Spend and Total Revenue values include open invoice amounts.

MRR or ARR looks too high

Review the paid invoices used as the estimate. A single paid invoice is treated as a monthly value and annualized, even when the underlying charge was one-time or annual.

An email is missing

The tab shows recorded collection communications, not every message in an external mailbox. Check the relevant invoice activity and connected email account.

A file upload failed

Confirm that the correct team is active, retry with a safe filename, and check the team's storage availability. A successful storage upload must also create the file record before it appears in the list.

Related Pages

• Customers
• Customer Lifecycle
• Create and Manage Customers
• Review a Customer Finance Record
• Invoices
• Invoice Collection Workflow