# Managing customers Fitek stores Your customers' details - so when You create a new invoice, You don't have to retype their name, VAT number, and address every time. It's like a contacts list, but for invoicing. ### Why customer data matters When You send an invoice as an e-invoice (to Peppol, for example), the system needs to find Your customer on the other end. It uses their name, their VAT number or registration number, and their country. If any of this is wrong or missing, the invoice might fail delivery. Keeping customer data clean saves You headaches later. Customer settings also control how invoices behave when You manually create them in Fitek. For imported invoices, settings usually come from Your source system. *** ### Where to find Your customers Go to **Settings > Customers**. You'll see the Customers Register - a table showing all Your customers with columns like: * **Name** – their company name * **REG NO** – their registration number * **VAT NO** – their VAT number You can search by Name, REG NO, or VAT NO and sort the list to quickly find the customer You need. To add or update details, click on a customer to open their profile. *** ### Fields in the customer profile #### Identification (required fields) **Name** (required)\ The customer's company name. Used everywhere the customer is shown and when sending e-invoices. **Registration number** (required if VAT number is empty; otherwise optional, but strongly recommended)\ The company's registration / business ID (format varies by country). Used for matching customers and for many e-invoice validations. **VAT number** (required if Registration number is empty; otherwise optional, but strongly recommended)\ The customer's VAT ID. Also used for matching and required for most e-invoicing scenarios. **Country** (required)\ Customer's country. Mandatory because many e-invoice rules (and Peppol rules) are country-specific. #### Address (optional) * **Address line 1 / Address line 2** – street address and additional address line (if needed) * **Postal code** – postal / ZIP code * **City** – city for the customer's address These are used when Fitek generates PDFs and for fulfilling some e-invoice format requirements. *** #### Sales invoice settings (optional overrides) These settings control how invoices behave when You manually create them in Fitek. For imported invoices, settings usually come from Your source system. If You set these on the customer profile, they override the default settings in **Settings → Company Settings**. **Language**\ The language used when Fitek automatically generates a PDF for this customer. Only applies to manually created invoices — not relevant for imported invoices (where the PDF comes from Your ERP). **Currency**\ The default invoice currency for this customer (e.g., EUR). When You create a sales invoice manually, Fitek pre-fills the currency using the customer's setting (or falls back to company settings). **Payment terms (in days)**\ The number of days given to the customer to pay the invoice. When You create an invoice manually, Fitek calculates the due date using: Due date = Invoice date + Payment terms (in days). You can always change the due date manually if needed. **Overdue charge rate (% per day)**\ The daily percentage used to calculate overdue charges when an invoice becomes overdue (e.g., 0.05 = 0.05% per day). When You create an invoice manually, Fitek pre-fills this using the customer's setting (or falls back to company settings). Not relevant for imported invoices. *** ### Add a new customer Click **Add Customer**. You need to fill in 3 mandatory fields: * **Name** – Your customer's company name * **VAT NO or REG NO** – at least one of these (their VAT number OR registration number) * **Country** – where they're located If You're not sure about their registration or VAT number, ask Your customer directly or check their tax authority's registry. Getting this right prevents delivery failures later. Click **Save**. Your customer is now in the system. The more details You add (address, payment terms, currency), the more useful Your customer profile becomes. Fitek will use these to pre-fill information when You create invoices. *** ### Let Fitek create customers automatically You don't always have to add customers manually. You can send invoices to Fitek as PDF files by emailing them to Your dedicated digitizing mailbox. Fitek digitizes the PDF and imports the invoice into Fitek automatically. Here's how it works during PDF import: 1. Fitek reads the invoice PDF 2. Extracts the customer name, VAT number, registration number, and country 3. Checks if that customer already exists in Your list (matches by Name, VAT/REG NO, and Country) 4. If yes → links the invoice to that customer 5. If no → creates a new customer automatically with the data from the PDF, as long as the business name and at least one of VAT/REG NO is present If Country is missing, the customer may still be created, but the imported invoice will get status **Import issues**. Your customer database grows naturally as You import invoices. No extra work from You. *** ### Edit an existing customer Click on a customer in the Customers Register to open their profile. You can update any field: name, VAT number, registration number, country, address details, language, currency, payment terms, and overdue charge rate. You must always have: * Name * At least one of: VAT NO or REG NO * Country Click **Save** to apply changes. Updates apply to new invoices You create — but don't affect invoices already sent. If a customer's details change (VAT number, country, payment terms), update their profile. It prevents future issues with e-invoice delivery or due date calculations. *** ### Search for a customer Use the **Search** field at the top of the Customers Register. You can search by: * Name (e.g., "Acme Corp") * REG NO (e.g., the registration number) * VAT NO (e.g., "BE123456789") Useful when You have many customers and need to find one quickly. *** ### Customize the register view The Customers Register shows Name, REG NO, and VAT NO by default. You can customize which columns appear: 1. Click the column settings icon at the top of the Customers Register 2. A "Table column settings" panel opens 3. Check or uncheck columns — Name is always visible (locked), and You can toggle REG NO and VAT NO on or off 4. Drag columns to reorder them (use the drag handle on the right of each column) 5. Click **Save** to apply changes *** ### Why keep customers organized * **Reuse data** – no retyping details each time * **Consistency** – same company info across all invoices * **Prevents errors** – correct VAT/registration = successful delivery * **Scales easily** – as You add customers, Your list grows * **Automation** – language, currency, and payment terms pre-fill when You create invoices * **Better reporting** – in the future, clean customer data will improve historical tracking and audit logs --- # Agent Instructions: Querying This Documentation If you need additional information that is not directly available in this page, you can query the documentation dynamically by asking a question. Perform an HTTP GET request on the current page URL with the `ask` query parameter: ``` GET https://fitek-learning.fitek.com/fitek-learning-space/copy-of-english/sales-invoices/getting-started/managing-customers.md?ask= ``` The question should be specific, self-contained, and written in natural language. The response will contain a direct answer to the question and relevant excerpts and sources from the documentation. Use this mechanism when the answer is not explicitly present in the current page, you need clarification or additional context, or you want to retrieve related documentation sections.