Customers

Customers is your list of everyone you invoice. Each customer carries the details an invoice needs: who to email it to, where to address it, how long they have to pay and which currency they pay in. You set these once and every new invoice picks them up.

Open it from Invoicing (AP-AR) > Accounts Receivable > Customers.

Before you start

To view customers you need the permission to view customers. To add or change them you need the permission to manage customers. A workspace admin can grant both in Team Management.

Add a customer

Go to Customers and click New customer.
Enter a Display name. This is the name that appears on invoices and in pickers, and it is the only required field.
Add an Email if you want to send invoices from Bokapsys. Without one you can still create and download invoices, but Send and Send reminder will not work.
Fill in Phone and Tax ID / VAT if you want them on record.
Under Billing address, enter the address that should appear on the invoice. The region field is labelled for the country you pick (for example State or Province). For a US customer, the state must be a real US state; Bokapsys saves it as the two-letter code (for example TX), which is what sales tax reporting groups by.
Set Default payment terms (days), the number of days you give this customer to pay. It starts at 30.
Choose a Default currency, the currency you normally bill this customer in. It starts as your workspace currency.
Add any Notes for your team, then click Save.

You can also add a customer from the Email inbox when an email comes from someone you have not invoiced before.

Find and edit a customer

The list shows each customer’s Name, Email, Phone, Terms, Currency and Status. Use the search box to filter by name or email. Click a name to open the customer, change any field, and click Save.

Deactivate a customer

If you no longer work with a customer, open them and click Deactivate. A deactivated customer:

no longer appears when you pick a customer on a new invoice,
keeps all of their existing invoices and payments, untouched,
shows as Inactive in the list.

To bring a customer back, open them and click Reactivate.

Give a customer a portal link

A customer portal link is a single web address you can share with a customer. It lists every open invoice on their account, shows their total outstanding balance, and lets them pay each invoice online. It is read-only apart from paying.

Open the customer.
In Customer portal link, click Issue link.
Copy the address with Copy URL and send it to your customer. The full address is shown only once, right after you issue it.

To replace a link, click Rotate link. The previous address stops working immediately. To switch access off entirely, click Revoke.

You need the permission to manage the customer portal to see this section.

How it works

Set the due date and currency on each invoice. A new invoice starts with your workspace currency and a due date 30 days from today. Adjust both on the invoice to match what you agreed with the customer.
Everyone on your team sees the same list. Customers belong to the workspace, not to the person who created them.