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Customers

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 (info, withholding obligation, ...)
customer vs end customer

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.
Customers can be deleted, archived or locked via the action buttons at the top, and can be exported to Excel.

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)
Legalform	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.
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.
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	(visible if ticked in the general settings) 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.
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 ticked 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 contactpersons .
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 contactpersons . 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).

If a legal form is missing, you can add it via the general settings.

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

Contactpersons

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.

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.

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. If the customer is registered with Peppol, this field is set to Peppol automatically. Otherwise it defaults to post (see the reason below), but this has no impact whatsoever 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: see the image below this table.
Credit limit	Enter here the amount of the credit limit of this customer. 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
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)
Discounts and surcharges	Select here a discount/surcharge rule that will be applied by default for this customer on order and project.

Indication of the credit status in, for example, an order

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.

Tarifs

You can agree special tarifs for an item with a customer under the 'Tarifs' tab. To do so, you click 'add' and select an item from the Items module. The 'Item name' is the piece of text that is visible as the item on the quotation and invoice.

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.

Action buttons

Send email

With this action button you can send emails to the customers. Here you can choose from the various email templates that you can draw up in the settings.

Customers nearby

You can easily find customers within a radius of 15 km by clicking this action button. If you open this, you get a Google Maps map where you can see the customers with their corresponding location. This way you can draw up an efficient planning.

Info: withholding obligation, CBE, Companyweb, ...

Via the info button you can click straight through to a number of websites, for example to check the withholding obligation, to find more information about this customer, and so on.

When you check the withholding obligation, an error message is always shown on the website of the FPS Finance. Simply click 'Check' to continue.

Withholding obligation

Letters

Via 'letters' you can draw up a free text on the background of your company. You click 'add'. After drawing up the letter you can export a PDF that you print or e-mail to the customer.

Audit log

You can use this button to get a view of the history of retrieving and saving this customer file.

Updated on: 04/09/2026

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