Each project in Qondor must have a customer, which is the company, organisation or other your customer contact person represents when contacting you with a request for an event or other requirement. When creating a new project, you must add at least one contact person connected to the selected customer.
This article covers all you need to know to get familiar with using the Customers module.
BUILD A CUSTOMER DATABASE
When starting up, your customer base is empty. You can choose one of the following approaches to build it:
Manually register your largest and/or repeating customers before starting to work with projects.
Manually register each customer when projects are created.
Upload an Excel file containing the customers you want to add. Learn how here.
Integrate Qondor with your back office system to import and sync customer data.
MANDATORY CUSTOMER NUMBER AND ORGANISATION NUMBER
The customer organisation number can be mandatory to complete and/or unique among customers. Project managers will be required to fill in these fields if mandatory is enabled. Qondor will not allow duplicate numbers if the "unique" setting is activated.
Benefits
This is useful for integrations where auto-invoicing and/or EHF invoicing are used. It also means that when importing customers you will get more accurate data, preventing the need to tidy up customer data.
Project managers may also search for the organisation number in the Customer list and in any customer field (such as Project search).
What to consider
The organisation number cannot be mandatory for customers:
Which are B2C/private
Have more than one billing address with one organisation number.
Good to know
Enforcing unique customer organisation numbers validates against your office's customer organisation numbers. This setting allows blank fields, unless mandatory completion is activated.
Enable unique and mandatory setting
Contact support@qondor.com to enable the settings in your office.
CREATE A CUSTOMER
Option 1: From the Customer list
Navigate to Office -> Customers. Here you will find the customer list for your office. Click + New customer ⤵
You will arrive at the "Create customer" page. Fill in the required and relevant Customer fields and click Save to add the customer.
🔌If your office has a customer master data integration from a CRM or another mid-office system like Navision or Antares, you will see an Import Customer button next to Customer name, where you can import customer information instead of registering details manually.
Option 2: From a new project
When creating new projects, a customer must be added. You can search to see if the customer already exists in Qondor. If it does, you can select it from the list:
If it does not exist, click Add customer to add it to your Qondor customer database and the project you are creating.
REGISTER A CUSTOMER OWNER
Assign an internal owner to each customer, to identify who owns the customer - particularly ideal for outreach sales!
A customer owner can be assigned in the customer's profile:
Notes:
📌Project managers can filter on "Customer owner" and the field is available in the Get Customer API.
📌The customer owner drop-down list is populated with the available Project managers in the customer's office. For global customers, global Project managers are available.
CATEGORISE CUSTOMERS
Tailor services and filter search results using categories.
You can create categories to organize various customers based on industry, business type, or other relevant categories, making it easier to search for specific customers and tailor strategies and services effectively.
Use customer categories to generate detailed reporting.
In Reports --> Qondor BI --> Customers it is possible to filter on customer category, allowing you to, for example, see insights per industry, business type, etc.
📈 See estimated sales and revenue data, as well as hitrate and other key metrics.
How to create customer categories:
To create customer categories, click the three dotted menu and go into Customer Categories. Add as many as required.
Categories not in use can be permanently deleted by clicking the red deactivate button. 🚫
Categories in use (in a customer profile) can only be deactivated. These can be reactivated by clicking on the ALL filter and the blue arrow next to it.
CUSTOMER REMARKS
You can add internal remarks on a customer, such as their travel preferences and invoicing information. These remarks are visible in Project details for all projects the customer is connected to. These can be edited directly in Project details by clicking the edit icon:
⤵
FIND A CUSTOMER
If you have less than 100 customers, these customers will display automatically when you enter your Customer List.
You can search for a specific customer by name, customer number, organisation number, or vat number.
Search by location or contact person.
You can also search for customers by category. (If you haven't set up customer categories, you can do so from the Office Admin menu.)
In Project Search (on your home page), search by customer name, customer number or the organisation or vat number and projects for this customer will be displayed.
In the Customer column, you can also click the customer name and you will be directed to that customer:
PROJECT LIST PER CUSTOMER
On a customer, click View all projects for this customer and all projects for that customer will be displayed. This gives you a good overview of your customer's booking history with your company, and you may search the list just like on your home page:
👇
EDIT A CUSTOMER
From the Customer list, click on the customer name on the customer you would like to edit:
From Project details in a specific project, click edit on the customer:
LOG ACTIVITY ON A CUSTOMER
Log notes, phone calls and meetings per customer to keep track of all activity on a customer.
The ALL tab shows all notes, calls and meetings logged on the customer and the project manager who submitted the activity:
Click the relevant icon to add a new note, call or meeting.
Filter by clicking on each tab, for example "Meetings" to bring up only meeting notes.
🗑️Any activity can be deleted by going into the activity and clicking the "delete" button.
⌚Activities are displayed in chronological order.
DEACTIVATE A CUSTOMER
You may need to set a customer to "inactive" to prevent the creation of new projects with old or inactive customers, and to retain them in your customer list when deletion is not required or possible.
How?
Go to the customer
Uncheck the "active" checkbox and save.
Filter on activate and deactivated customers in the customer list:
📌Deactivated customers will be marked as "deactivated" in the Customer list, My Projects, Project Search, Project Details and Quick search.
DELETE A CUSTOMER
In Edit customer, scroll to the bottom of the page, where there is a Delete customer button. A customer can only be deleted if it does not have any projects connected to it. To delete a customer with projects connected, you must go to Project settings in each of these projects and change to another customer. When the customer no longer has any projects connected, you can delete it.
ADD CUSTOMER INVOICE CUSTOM FIELDS
Invoice custom fields in Qondor can be used to add additional information to invoice specifications if any customers require this. Once added, these fields will be visible for Project managers to complete when creating invoice specifications for that particular customer. Learn how to add invoice custom fields here.
GLOBAL CUSTOMERS FOR USE IN ALL OFFICES
If your company has set up multiple Offices in Qondor that share the same customer/client/company list, the Global customers feature can enable the following:
Share customers across Offices
Global automatic customer numbering
Globally unique customer numbers
How?
Contact us for more information and setup instructions.