A company is a party you actually trade with. Quotations, shipments and invoices all point at one. Companies arrive either by qualifying a lead — see Working with leads — or by being created directly.
The record
Identity
| Field | Notes |
|---|---|
| Name | Trading name, used everywhere. |
| Email, Phone | Main contact details. |
| VAT ID | Tax registration. Needed for invoicing. |
| CR number | Commercial registration. |
| EDI | Electronic data interchange identifier, where the customer uses one. |
| Country | ISO country of the company. |
| Client type | Business, Personal or Foreigner. |
Commercial terms — these drive what happens downstream in invoicing and finance:
| Field | Notes |
|---|---|
| Payment type | Cash or Credit. Cash customers pay per job; credit customers are billed against a limit. |
| Terms of payment | The agreed settlement terms, chosen from the configured list. |
| Customer group | Groups the customer for finance and reporting. |
| Credit limit | The ceiling on unpaid exposure. |
| Default currency | The currency this customer is normally billed in. |
Classification and segmentation
| Field | Values |
|---|---|
| Classification | A, B, C, Agent or Global. A/B/C grade the customer; Agent marks an overseas partner rather than a paying customer; Global marks a multinational account. |
| Status | Active or Inactive. Inactive companies stay in the system with their history intact. |
| Salesperson | The user who owns the relationship. Assigned separately from editing. |
| Tags | Free-form labels, with suggestions as you type. |
| Industry | One or more industries, also with suggestions. |
Tags and industry both suggest from what already exists. Use the suggestion rather than typing a near-duplicate — reefer and Reefer become two different labels and neither finds the other.
Balances on the detail page
The company page shows three figures that are easy to confuse:
| Figure | Meaning |
|---|---|
| Credit limit | The agreed ceiling on what this customer may owe you. |
| On-hold balance | Value committed but not yet settled — work in progress consuming credit. |
| Available balance | What is left to trade against. |
Available balance is the one to check before accepting a large booking on credit. A customer at their limit is not blocked by the CRM screen; it is a commercial decision, and the number is there so you can make it deliberately.
Attaching documents
Companies carry attached documents: trade licence, VAT certificate, signed rate agreement, credit application. Upload and remove them from the company record. Keeping the licence and VAT certificate here saves the finance team chasing them at invoicing time.
Addresses
A company can hold several addresses — registered office, billing address, warehouse, delivery point. Each has street, street number, city, state, postal code, address line and country. Manage them from the company's Addresses tab.
Contacts
People at the company are contacts, held separately so one company can have several without duplicating the company record. See Contacts.
Customer profiles
Where one company trades under several arrangements — different contracts, different divisions — each arrangement is a customer profile. See Customer profiles.
Activities and notes
Visits, calls and internal notes attach to the company. See Activities and notes.
Importing companies from a spreadsheet
The companies list supports Excel import, mapped by column heading in the same way as leads. Import a small batch first and check the result before loading the whole file — unmatched headings arrive empty rather than raising an error.
What must be unique
VAT ID, email and phone number are each unique across companies. A rejection on any of them means the party is already in the system — search before creating a second record, because a duplicate company splits an account's quotations, shipments and invoices permanently and no report will tell you it happened.
Where a genuine second relationship exists with the same legal entity, the answer is a customer profile, not a second company.
Deactivating rather than deleting
Setting a company Inactive is almost always better than deleting it. The history — quotations, shipments, invoices, ledger entries — stays intact and auditable, and the customer stops appearing as a live option in day-to-day work.
Last updated 9 September 2026