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Customers | General

A good customer file forms the basis for a quotation, project, invoice, and so on. In addition, the customer file gives you an overview of all modules this customer is linked to, and it also lets you quickly look up more information about this customer, for example to check the withholding obligation.

Navigate quickly to:

the overview of the customers
creating a new customer
the customer file
the various tabs
the action buttons
customer vs end customer

You can find answers to frequently asked questions in the customers FAQ.

Overview screen

You can adjust the overview of the customers via the settings: which columns you want, in which order, which quick filters? In addition, every user can create their own overviews and personalise them.
Via the overview screen you can make bulk changes to several customers at once.

Creating a new customer

Create a new customer by clicking the Add (+) action button at the top of the overview.
A number of fields are already filled in automatically (language, payment condition, VAT tariff, credit limit, assignee, status). Via the settings you can determine the default value.

Do you have a whole list of customers? Then you can import them.

End customer

You create an end customer in the customers module too. Read all about the use of customer and/or end customer here.

The customer file

Below the general customer info and the address details there are several tabs: among others 'Contacts' to keep track of this customer's various contacts and 'Financial' to fill in the customer's financial details.
In addition, there is also an overview of all modules this customer is linked to.

Customer info

In the customer info you can fill in the general details of your customer, including name, VAT number, e-mail address, phone and VAT tariff.

Tip: if you add a business customer, you can enter the VAT number straight away. The VAT number is then checked against the VIES database, and the company name and the address are filled in automatically in the customer file. If the VAT number is not recognised, the VIES database probably holds incomplete information or the company details are incorrect. This only applies to VAT numbers from EU countries.

The VAT tariff you assign in the customer file is used when you create a quotation or invoice for this customer, unless you select an item that has a VAT tariff assigned to it. In that case the VAT tariff of the item takes precedence over the VAT tariff of the customer file.

Field	Explanation
Name	Customer name (filled in automatically if you enter the VAT number and press enter)
Legal form	Select the legal form. Not needed for private individuals. If a legal form is missing, you can add it via the general settings.
Title	Form of address for private individuals
Language	Choose the language. This determines the language in which the documents (quotation, invoice, progress claim, etc.) are drawn up.
Currency	(visible if you work with multiple currencies) Choose the currency for this customer.
Vat Nr	Enter the VAT number and press enter, and the name and the address are filled in automatically if they are known in the VIES database. If the VAT number is correct, a green tick follows. If a customer with this VAT number already exists, a warning is shown.
KvK-number	(Dutch companies only) Enter the KvK number of the customer.
Default Vat	Select the VAT tariff for this customer. Via the customer settings you determine which VAT tariff is filled in by default when you create a new customer. You manage the VAT tariffs via the general settings.
Gl-account	Choose the GL account for the invoice lines of this customer. This is overwritten by the GL account of the item and can be changed manually on the invoice line. If you work with the QuickBooks integration, this field is not visible.
Status	Select the status of this customer. Via the customer settings you determine which status is filled in by default when you create a new customer, and you can manage these statuses.
Pricegroup	(visible if Use Pricegroups is switched on in the general settings) If you have set up several price groups, select here the price group this customer belongs to; this makes sure that they get different prices.
Follow up date	(visible if ticked in the customer settings) Fill in when you want to follow this customer up. This is especially handy if you use this field in your overview of the customers.
Telephone	Enter the telephone number of the customer
Mobile	Enter the mobile number of the customer. If there are several, you can fill them in with the contacts.
Website	Enter the website of the customer
General email	Enter the general e-mail address of the customer. If there are several, you can fill them in with the contacts. This e-mail address is only used if no contact is assigned on a quotation, project, invoice, etc.
Billing email	Only to be filled in if it differs from the general e-mail address: enter the e-mail address the invoice has to be sent to.
External Id	(visible if ticked in the customer settings) Enter here, if you wish, a customer number from another package (e.g. accounting software, an old ERP, etc.)
Assignee	(visible if ticked in the customer settings) Determine who is responsible for this customer. This is filled in by default with the user who created this customer.
Accessible via peppol	If you are registered with Peppol, Robaws checks whether this customer is registered too (checked on the basis of the VAT number of the customer).

Extra fields

Just as in all modules in Robaws, in the customer file you can also create extra fields of your choice via the settings.
Example: with an extra field 'contact via:' you can indicate how this customer ended up with your company.

Tip: if you create the same extra fields for customer and some other modules, the content of the fields can be copied over automatically.

Address

Robaws has an automatic link with Google Maps. When you fill in the address, Robaws automatically looks for the corresponding Google Maps map. When you enter the customer name in the place of 'Enter a location', Google technology searches for the address of the customer.

Overview

This gives an overview of all existing quotations, work orders, invoices, etc. of the customer.

Click on the text to get a detailed overview of a particular module. Example: click Invoices to get an overview of all invoices of this customer.
Click the + sign next to a line to create a new quotation, invoice, order, etc. for this customer.

Users who do not have access to certain modules will not see them in the overview and the chart.

Tabs

Contacts

When the customer has several contacts, you add them here. When you draw up a quotation, project, invoice or e-mail, you can then select the right contact from this list, so that these contact details (e-mail address, mobile, etc.) are used straight away in further communication.

For each contact you decide whether it is visible in Wappy. Hover over the line of the contact and click the action button with the W: green means visible in Wappy, grey means not visible. Whether a new contact is visible by default, you set under Settings > Customers > Settings > Wappy enabled on contact person by default.

Remarks

Remarks can be used to keep track of contact moments and information about the customer. This is intended for internal communication and as an aide-memoire.
_Example: here you can keep track of which information was exchanged during the last phone call with the customer, which problems there have been with this customer, etc. _

Files

Under files you can add documents, photos, PDFs and other documents. Files that relate to a specific quotation or project are not kept in the customer file but on the quotation or the project.
Example: here you can keep a framework agreement.

Tasks

As in all modules, it is also possible to create a task from the customer file.
Example: a customer calls and asks you to come round for a first contact; from the customer file you can then create a task for the person responsible for the quotation to schedule an appointment with the customer.

Financial

For smoother invoicing you can pre-programme financial details about this customer.
Here you can enter, among other things, what the standard payment condition for this customer is, what their credit status is (if they are not creditworthy, a red bar appears in every module for your information), and keep any information about the invoicing.

Field	Explanation
Customer since	Date on which the customer file was created (filled in automatically, can be changed manually)
Payment condition	Determine the payment condition of this customer. Via the customer settings you determine which payment condition is filled in by default when you create a new customer. You can deviate from this on the invoice.
Invoice through	The way in which the invoice is preferably sent: Post, E-mail, Post and e-mail or Sending via Peppol. This field is for information only: it is set to Post by default and has no impact on sending the invoice.
E-invoice by	When an electronic invoice is sent, the customer must have given permission for this. You can fill in here who gave the approval.
E-invoice at	Date of approval
Creditstatus	Choose the credit status of the customer: 'No data' and 'Credit allowed' are for information (no message on the files). 'Not creditworthy' and 'Check accounting' produce a red bar in every file that is opened. This is not visible to the customer and does not block the way Robaws works, but it is an indication that catches the eye in every module.
Credit limit	Enter here the amount of the credit limit of this customer. A new customer receives the default credit limit from the customer settings. This amount is carried over to the 'Unpaid total' barometer: as soon as the customer has 80% of this amount outstanding in unpaid invoices, they move into the yellow zone. As soon as this amount is exceeded, they move into the red zone. This barometer is visible in the customer file and in the invoice file.
Bankaccount and BIC	Bank details of the customer
Billing remarks	Internal information that is visible when you draw up an invoice. This serves as a reminder when drawing up the invoice and is not visible to the customer. Example: please always put person X in cc when sending the invoice
With respect to	Name that is stated on the invoice (in addition to the name of the customer and any contact)
Seperate billing address	Tick this if a different address has to appear on the invoice -> an extra address field then appears
Global location number (GLN)	If you work with the DICO integration, you can fill in the GLN code of the customer here.
Belgian CBE number	Only if the customer does not have a VAT number but does have a CBE number (in the context of Peppol)
Preferred Peppol ID	If the customer can be reached via more than one Peppol ID, choose here which ID Robaws sends the invoice to.
Discounts and surcharges	Select here a discount/surcharge rule that will be applied by default for this customer on order and project.

Tarifs

You can agree special tarifs for an item with a customer under the 'Tarifs' tab. Add a tarif, select the Item and fill in the deviating Price (and, if needed, a Discount %).

This option is mainly suitable if there is a framework agreement with fixed prices for a limited number of items (so only for this customer, and for a particular period). If this is a certain type of customer to which you want to assign specific prices, price groups are a better option.

Rental Tariffs

If you work with the rental module, you set deviating rental tariffs for this customer here. How rental tariffs work and which tariff takes precedence (rental ticket, project, customer or item), you can read in Rental tickets.

Action buttons

In the overview screen

Action button	Explanation
Add	Create a new customer, see Creating a new customer.
Excel	Export the customers from the overview to Excel.
Delete, Archive, Lock	Tick the customer(s) on the left and perform the action in one go. See the explanation in the table below.

On the customer file

Action button	Explanation
E-mail	Send an e-mail to the customer with one of the email templates that you create in the customer settings.
Customers nearby	See on a map which customers are located nearby (roughly within 15 to 20 km), useful for an efficient planning. Customers without an address filled in do not appear on the map.
Info	(only in Belgian Robaws environments) Click through, based on the VAT number, to CBE, Companyweb, Official Gazette publications, Annual accounts and Check withholding obligation.
Letters	Draw up a letter with free text on the background of your company, and export it as a PDF.
Delete	The customer disappears from the overviews and no longer counts in analyses. Use this for a customer that was created by mistake. More explanation in Archiving and deleting.
Archive	The customer disappears from the overviews, but stays linked to existing quotations, invoices, ... and still counts in analyses. Use this for customers you no longer work with.
Lock	The details of the customer file can no longer be changed. More explanation in Locking documents.
Audit log	The history of retrieving and saving the customer file.

'Check withholding obligation' opens checkinhoudingsplicht.be with the company number already filled in. A red message always appears at the bottom: fill in the text from the image and click Controleren to see the result.

Don't see Delete, Archive or Lock? Then your user role does not have the right to edit or delete customers. Archived and deleted customers can be found again via the advanced filters in the overview.

Updated on: 14/10/2026

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