You keep a customer record so that sales can go on khata, FBR invoices carry the right buyer details and loyalty points have an owner. Do this when a new regular buyer or wholesale shop starts buying from you.
Go to Customers › Customers. Each customer is a card with phone, tax status (Non-ATL or ATL), loyalty points, the credit line (limit and what is due) and a portal line such as "Portal: never used". The box at the top shows TOTAL CUSTOMERS. The buttons Import CSV, CSV template and Export CSV sit next to Add Customer.
Press Add Customer. Only Name is required. Below it you find Phone, Email, Address, Province / City, NTN (Tax Number), CNIC, the ATL status buttons, Credit Limit (PKR), Notes, Tags, Price Tier, the marketing opt-ins and the Customer portal switch.
Type the name (Farhan Ali Hardware), phone, email, address, province, NTN and CNIC. Choose ATL (registered taxpayer) only if the buyer is on the Active Taxpayer List. Type the Credit Limit (PKR), for example 25000, a note, and tags such as "wholesale, hardware". Tick SMS marketing opt-in only if the customer agreed.
Press Save Customer. The app says Customer added and the new card appears with the ATL badge, Credit: Rs 25,000, the tags, the SMS chip, a referral code made from the name and the line Portal: never used.
Type a name in Search customers... and the list narrows as you type. A name that matches nobody shows No customers yet with an Add Customer button; the x clears the search.
Press the pencil (Edit customer) on the card. The dialog has the same fields plus Documents and Guarantors sections for the proof you hold on credit customers.
Change Credit Limit (PKR) from 25000 to 40000 and press Update Customer. The app says Customer updated and the card shows Credit: Rs 40,000.
A CNIC with fewer than 13 digits gives CNIC must be 13 digits, and a bad email or a negative credit limit is stopped by the form. A phone number can belong to one customer only: using the number of another customer keeps the dialog open and says Another customer (Verify WhatsApp) already uses this phone number.
Press More actions on the card and choose Share portal via WhatsApp. WhatsApp opens with the customer's number, with the country code added, and a message with the link to their account. The card then reads "Portal: link sent" with the date and time, until the customer uses it.
To stop a customer using the portal, switch Customer portal off in Edit Customer. The card then reads Portal: off, and the customer gets no sign-in code and is signed out at once.
The customer opens the link and sees Customer Portal with a Phone Number box and Get OTP. They sign in with a one-time code sent to their phone, not with a password you create.
Press More actions and Delete customer. The dialog says this will permanently delete the customer and cannot be undone. Press Delete and the app says Customer deleted.
Press the document icon (View ledger) on a card. The page shows Outstanding Balance, Credit Limit and what is Available, with tabs for Overview, Ledger (Khata) and Loyalty.
| Mistake | What you see | Fix |
|---|---|---|
| CNIC typed with fewer than 13 digits | CNIC must be 13 digits | Enter 13 digits or the form 35202-7654321-9 |
| Same phone number for a second customer | Another customer (Verify WhatsApp) already uses this phone number | Search the phone and use the existing customer |
| Deleted the wrong customer | Customer deleted, no undo | Check the name before pressing Delete |
| Item | Meaning / rule |
|---|---|
| Name | The only required field |
| Phone | Must be unique among customers |
| ATL | Registered taxpayer; Non-ATL buyers bear 3% further tax on federal GST goods |
| Credit Limit (PKR) | Maximum khata for this customer; empty means unlimited |
| Customer portal | On lets the customer sign in with a code; off blocks it |
| Referral code | Made automatically from the name when you save |
Can two customers have the same phone number? No. The app refuses the second one and names the customer who already uses the number.
How does a customer get into the portal? Press More actions, then Share portal via WhatsApp. The customer opens the link and signs in with a one-time code sent to their phone.
How do I stop a customer using the portal? Switch Customer portal off in Edit Customer. They get no sign-in code and are signed out at once.
ClearRing runs this whole workflow. See what ClearRing does and what it costs, or browse all step-by-step guides.