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Create a customer

The customer form section by section, from the Company or Individual choice to the VAT regime, then editing.

Updated on 06/10/2026 Edit this page Open in the full documentation

The Create customer form is the same on the web and in the apps. Only the name is mandatory: for a company, the company name or the contact's name; for an individual, the first name or the surname. Everything else can be completed later.

What you will do

  • Choose the customer type, Company or Individual.
  • Enter the VAT number and let the VIES check fill in the record.
  • Enter the email addresses and phone numbers that receive invoices and reminders.
  • Choose the customer's language and VAT regime.

Create the record

  1. Open Customers and click Create.
  2. In General information, choose Company (a business with a VAT number) or Individual (a private customer without VAT). The first name and surname identify the contact person.
  3. Complete the sections described below.
  4. Click Save. The message "Customer created successfully." confirms and the record opens. Back or Cancel abandons the entry.
The customer creation form
  1. First choose the customer type: Company or Individual.
  2. Enter the company's VAT number.
  3. Click Verify to query VIES.
  4. The company name is filled in, correct it if needed.
  5. Add the email address that will receive the invoices.
  6. Save: the customer is created.
  7. A message confirms the creation.

Right after a company is saved, the Peppol identifier is looked up automatically from the VAT number: the Company section shows "Automatic search after saving..." as long as the record does not exist yet.

The form sections

General information

Field Use
Avatar Initials by default, or a JPG, PNG or WebP image of 2 MB at most, converted to WebP.
Company / Individual The type drives the Company section and the VAT listing.
First name, Name The contact person, or the customer themselves for an individual.

Email addresses and phone numbers

A customer can have several addresses and several numbers. The star marks the default address or number; the checkbox to the right of each line indicates who receives invoices and reminders by email, or reminder SMS messages. Add email and Add Phone add a line. Numbers are stored in international format (+32...), the flag on the left sets the country code.

Company (companies only)

Field Use
VAT number Format BE0123456789. The Check button queries VIES; the check also starts on its own 0.8 seconds after typing.
Company name Prefilled by VIES if the field is empty.
Peppol Identifier Read-only. After saving, Search runs the directory lookup again.

A duplicate warning may appear under the VAT number: see Duplicates.

Address

Full address (street and number), Postal code, City, Country. VIES completes these fields if they are empty.

Right-hand column

Section Content
Notifications Email notification and SMS notification.
Security Generate random password for access to the customer portal, sent by email. In the apps, this action redirects to the website.
Birthday discount Birth date (yyyy-mm-dd) and Enable birthday discount.
Language Language of the documents and emails sent to this customer. French is offered by default.
VAT regime List of regimes, VAT applicable by default; Legal exemption article, wording printed on documents; « Client intracommunautaire » (intra-Community customer) checkbox.
Note

The VAT regime chosen here is carried over to every new document for the customer. The available regimes and their wording are managed in Accounting.

Edit a customer

Open the record and click Edit, or use the pencil in the list. The form is identical, with two extra sections: Status, which holds the « Client archivé » (archived customer) switch, and Customer code, assigned automatically on creation and editable here. The message "Customer updated." confirms the save. Documents already issued are not changed.

Editing an existing customer
  1. The form opens with the customer's current details.
  2. Change the field you need, for example the email address.
  3. Click Save.
  4. The record is updated.
Tip

You can also create a customer without leaving an invoice: in the document form, the customer selector offers inline creation with the same VIES and duplicate checks. See Create an invoice.

See also