Customer management
Invoice Crowd keeps every client on one record: contact details, CC and BCC emails, billing and shipping addresses, currency, tax number and business profiles. Each customer also has a Client Workspace that brings their proposals, estimates, projects, retainers and invoices together, with what is outstanding and overdue in each currency.
What is inside
The customer section is where contact details, invoice history and attachments meet. It exists so that a question about one client can be answered from one screen instead of four.
Who they are and what they bought
New Customer opens one drawer with everything your documents use: Basic Information, Contact Details with up to 10 extra emails on CC or BCC, billing and shipping Addresses, Tax & Compliance, Preferences and Customer Portal. Customer Name and Email are all it needs to start, and Show on Documents decides which names print.
People change roles, companies move and inboxes change. Edit Customer opens the same drawer, and the correction carries to the next document you send, so a detail is fixed once. Preferences keep the customer's currency, their business profiles and the switch for automatic reminders together.
Every document and balance, client by client
Open Client Workspace and one page shows that client's proposals, estimates, projects, retainers and invoices, each with its most recent records and a View all link. Outstanding, Overdue and Unused Credit sit at the top for each currency and match the client's Statement of Account, so you know where things stand before the call.
View Customer shows the full record with Recent Invoices, Recent Payments and the documents attached to their invoices, such as a signed agreement or a specification. Statement of Account turns the same history into an Activity or Outstanding PDF, ready to send.
Find them, or take the list elsewhere
Type part of a name or an email address and the list narrows to the matching customers, ready for the moment a client calls. Total Customers, Active Portal Users, Outstanding Credit and New This Month filter the list in one click, and Filter adds business profile and archived customers.
A customer list is yours to move. Export All Customers or Export Current View downloads a CSV for a mailing tool, a spreadsheet or your accountant, and Export Selected takes only the rows you tick. Customer Created and Customer Updated webhooks notify a URL you choose, and Zapier and Pabbly Connect pass customers to the rest of your tools.
Also included
A customer record is the hub of your billing. Invoicing, reporting and portal access all point back to it.
Customers sign in to view, approve, download and pay what you have sent them.
See which customers are on a schedule and what each cycle bills them.
Set late fees per invoice, so a long-standing client can have different terms from the ones a new client gets.
Someone who pays through a payment link is added as a customer record.
Bill an overseas client in their currency while your reporting stays in yours.
Estimates and proposals are raised against the same customer record, and accepted ones convert into invoices for it.
Assign a customer to one or more business profiles and filter the list by business, all from one login.
Notify your own systems the moment a customer is created or updated.
Put the reference number or account code a client insists on onto their invoices, or fill it in from their record.
See which customers are behind and by how long, across the whole list.
Download an Activity or Outstanding statement PDF for any customer, per currency, straight from the customer list.
Team members with the right role can work from the same customer records.
Questions
Your plan sets the number: the free Basic plan holds 5 customer profiles, and paid plans hold more, up to unlimited on Business.
Yes. Export All Customers downloads the whole list as a CSV, Export Current View keeps your search and filters, and Export Selected downloads the rows you tick, ready for a mailing tool, a spreadsheet or your accountant. Your customer data is always yours.
Yes, through Zapier or Pabbly Connect using your Invoice Crowd sign-in: pass new customers to other apps, or create them from other apps. You can also export the list, or set the outbound Customer created webhook to notify a URL you control.
Customer Name, Company Name and Contact Person, email with up to 10 extra CC or BCC addresses, phone, website, billing and shipping addresses, the customer's tax registration number, currency, business profiles, notes, social links and the automatic-reminder switch. Client Workspace and View Customer then show their documents, payments and balances.
Yes, through the customer portal. They sign in to view what has been sent, approve estimates, download documents and pay outstanding invoices, which cuts down the emails asking you to resend something they already have.
You and the team members you invite, with the access their role allows. Members can be limited to selected customers, and each customer sees only their own documents in the portal.
Archiving takes the customer off your lists and pickers and frees a place in your plan, while every invoice, payment and file stays in your books. Filter by Archived Customers and choose Restore Customer to bring them back.
Yes. Edit the customer and, under Preferences, switch on Don't send automatic reminders to this customer. Scheduled reminders for their invoices, estimates and proposals are then skipped, and Send Reminder still sends one whenever you choose.
Yes. Choose Statement of Account on the customer in your Customers list, pick Activity for a period or Outstanding for unpaid invoices on a date, choose the currency and select Download PDF. Then attach the PDF to your own message.
Yes. Ask the AI Assistant to look up a customer or prepare a new customer record for confirmation. With AI Connections, Claude, ChatGPT or another MCP app can work with the customer records you allow and prepare invoice or proposal drafts for them.
Contact details, invoice history and attachments in one place, and a search that gets you there before the client has finished saying their name.
