Create a Customer
Registering a customer in Rexolia CRM gives you a central record used across the platform — on invoices, receipts, service contracts, and billing documents. Accurate customer data, especially legal identifiers, is essential for compliant document generation.
Before You Start
Make sure the following exist before creating a customer:
- Your company Entity is configured in Settings
- You know the customer's legal name, registration number, and VAT number (if applicable)
Creating a Customer
1. Open the CRM
Click the CRM Centre icon in the left navigation menu.
2. Navigate to Customers & Prospects
Go to Customers & Prospects and click + New Customer.
3. Complete the Form
Identity & Legal Information
| Field | Required | Description |
|---|---|---|
| Name | Yes | Legal business name or full name of the individual |
| Reg. Number / CUI / TIN / SIREN | Recommended | Official business registration number. Used on invoices and receipts |
| VAT Number | If applicable | VAT identification number for tax-compliant documents |
| Customer Profile | No | Classification: Multinational, Small Company, Solo Entrepreneur, Governmental, NGO |
The Name field is printed on every invoice and receipt issued to this customer. Enter the full legal name exactly as it appears on official documents to avoid compliance issues.
Contact & Location
| Field | Required | Description |
|---|---|---|
| Recommended | Primary contact email | |
| Telephone | Recommended | Phone number for direct contact |
| Address | Recommended | Street address used on billing documents |
| City | Recommended | City of the registered address |
| Postal Code | No | Postal or ZIP code |
| Country | Yes | Determines address format and tax rules |
CRM Settings
| Field | Description |
|---|---|
| Customer Status | Set to Prospect, Customer, or Former Client |
| Lead Status | Pipeline stage: New Lead, Contacted, Qualified, Contracted, Lost |
| Account Manager | Staff member responsible for this account |
| Credit Manager | Staff member managing payment and credit terms |
| Entity | Your Business branch working with this new customer |
4. Save the Record
Click Save. Rexolia assigns an automatic customer number to the record.
What Rexolia Does Automatically
| Action | Detail |
|---|---|
| Customer number | A unique identifier is auto generated for internal tracking |
Important Notes
Legal fields appear on all documents The Name, Reg. Number, and VAT Number are printed on every invoice and receipt generated for this customer. Incomplete or incorrect data will require manual correction on each document.
Status starts as Prospect New records default to Prospect status. Update to Customer once a contract or first transaction is confirmed.
One record per legal entity If a customer operates under multiple legal entities, create a separate record for each. Mixing entities under a single customer record breaks billing traceability.
Troubleshooting
Country-specific address fields not appearing For US and Canadian customers, state/province and ZIP/postal fields appear automatically once the correct country is selected.
Customer not appearing in contract or invoice dropdowns Verify the customer record is set to Active. Inactive records are excluded from selection lists across the platform.
Duplicate customer warning Rexolia enforces unique customer numbers per entity. If you see a conflict, check whether the customer was previously registered under a different name or entity.