Customers & Vendors

Manage your business relationships and track balances.

Adding a Customer

1. Go to Client Directory in sidebar
2. Click Add Customer
3. Fill in customer details:
   • Name - Customer or company name
   • Email - For invoice delivery
   • Phone - Contact number
   • Address - Billing address
4. Click Save Customer

First & Last Name Fields

For customers who are individual people rather than businesses, you can record a separate First Name and Last Name in addition to the main Client Name. Both fields are optional and appear in the Add/Edit Client window directly beneath Client Name.

• Client Name stays in charge. The name you type in Client Name is still what prints on invoices, statements, and the customer list. First and Last Name never change how a customer is displayed in your books, so existing records and business customers are completely unaffected.
• Built for cleaner exports. When you export your client directory or a customer report to CSV, the First Name and Last Name columns come along, and the directory export is sorted by last name. That makes it easy to alphabetize a client list by surname or feed names into a mail merge.
• Leave them blank for companies. If a customer is a business, simply skip these fields — nothing else changes.

Example: a bookkeeper enters Client Name = "Autumn Wright", then fills First Name = "Autumn" and Last Name = "Wright". Invoices still read "Autumn Wright", but the exported client list now sorts under W and carries tidy first/last columns for reporting.

Adding a Vendor

1. Go to Vendor Directory in sidebar
2. Click Add Vendor
3. Fill in vendor details:
   • Name - Vendor or company name
   • Email - Contact email
   • Phone - Contact number
   • Address - Vendor address
   • Account Number - Your account with them
4. Click Save Vendor

Customer Balances

View what customers owe you:

• Customer list shows Balance column
• Click customer name to see detailed history
• View all invoices, payments, and credits
• Generate customer statement

Vendor Balances

Track what you owe vendors:

• Vendor list shows Balance column
• Click vendor name to see detailed history
• View all bills, payments, and credits
• Generate vendor statement

Paying Multiple Bills at Once

When you owe a vendor for several bills and pay them together -- one check, one wire, or one credit card charge -- BizBooks Pro records the whole thing as a single payment so your books match your statement.

1. Open the vendor from the Vendor Directory and click Record Payment.
2. In the payment window you'll see every open bill listed with a checkbox and an amount field. Tick each bill you're paying; the amount applied to each is shown right there.
3. Enter the total payment amount and choose the bank or credit card account the money came from.
4. Click Record Payment.

BizBooks Pro posts one disbursement from the account you chose for the full amount, and splits it across the selected bills automatically. Each bill is marked paid (or partially paid) and linked to that one payment.

Multiple Contacts per Customer

One client record can hold any number of contacts -- billing clerk, owner, technical lead, outside counsel, and more. Each contact is independent: its own email, phone, role label, and delivery settings.

Adding a Contact

1. Open a saved customer from the Client Directory
2. Locate the Additional Contacts panel on the edit screen
3. Press + Add Contact to drop in a fresh row
4. Enter name, email, phone, and pick a role from the dropdown
5. Tick the checkboxes for Invoices, Statements, and/or Estimates to control exactly what this contact receives
6. Hit Save on the row and you're done

Primary Contact

Each client has one designated Primary contact -- that person's email is used as the To: address on invoice emails. You can change which contact is Primary whenever you need to; any previous Primary is automatically demoted and the legacy top-level email field on the customer stays consistent for existing reports.

How Recipients Are Built When Sending

• The Primary contact populates the To: line.
• Every additional contact with the relevant box ticked is automatically added to the Cc: list — Invoices when sending an invoice, Estimates when sending a quote, Statements for month-end statements.
• Any Cc addresses you type manually in the send dialog are merged with the automatic list; duplicates are discarded.
• Each document type resolves its own Cc list independently, so your estimating desk, AP department, and owner can all receive exactly what's relevant to them.

Vendor Contacts

Vendors support the same multi-contact system. Open any vendor, scroll to the Additional Contacts panel, and add as many recipients as you need. Each vendor contact has its own email, role, and delivery flags for Bills and Statements. The primary vendor contact keeps the legacy vendor email field in sync for reports and payment workflows.

Contact Management

Keep contact information organized:

• Multiple Addresses: Billing vs shipping
• Notes: Add internal notes about the contact
• Active/Inactive: Mark contacts as inactive without deleting
• Search: Find contacts quickly by name, email, or phone