Adding Customers
Customer profiles store all the information you need about who you're renting to — contact details, addresses, ABN, and payment terms. Good customer data speeds up booking and ensures accurate invoicing.
Creating a Customer Profile
Click Customers in the sidebar
Click "Add Customer"
Fill in customer details
Click Save
Alternatively, create customers on the fly when creating a rental.
Customer Information
Required vs Optional Fields
✓ Required
Customer Name — Individual name or company name
Email Address — For invoices and communications
○ Optional
Phone Number — Primary contact number
Mobile Number — Alternative contact
Company Name — If different from customer name
ABN — Australian Business Number
Billing Address — For invoices
Delivery Addresses — Saved site locations
Payment Terms — Default terms for this customer
Notes — Internal information about the customer
Individual vs Business Customers
Type |
Fields |
Invoicing |
|---|---|---|
Individual |
Name, email, phone, address |
Name appears on invoice |
Business |
Company name, ABN, contact person, trading name |
Company name and ABN on invoice |
Set the customer type when creating the profile. This affects how their name appears on documents.
Adding an ABN
For business customers, record their ABN:
Enter the 11-digit ABN
CloudRent Pro validates the format
ABN appears on invoices
💡
Tip: You can look up ABNs on the Australian Business Register (ABR) to verify customer details.
Setting Up Addresses
Billing Address
The billing address appears on invoices:
Go to the Address section
Enter street address
Enter suburb, state, postcode
Save
Delivery Addresses
Save multiple delivery addresses for customers with multiple sites:
Click "Add Delivery Address"
Enter address details
Give it a name (e.g., "Head Office", "Smith Street Site")
Save
When creating rentals, select from saved addresses for quick entry.
Payment Terms
Set default payment terms per customer:
Term |
Meaning |
|---|---|
Due on Receipt |
Payment due immediately |
Net 7 |
Payment due within 7 days |
Net 14 |
Payment due within 14 days |
Net 30 |
Payment due within 30 days |
Customer payment terms override your company default when creating invoices.
ℹ️
Note: Good payment history customers might earn Net 30 terms. New or risky customers should be Due on Receipt or prepaid.
Customer Notes
Add internal notes that follow the customer across all rentals:
Open customer profile
Go to Notes section
Add your note
Save
Notes are visible to staff but not on customer-facing documents.
Contacts
For business customers with multiple contacts:
Click "Add Contact"
Enter name, role, email, phone
Mark as primary if main contact
Save
When creating rentals, you can select which contact to use.
Duplicate Detection
CloudRent Pro checks for duplicates when creating customers:
Matching email — Warning if email already exists
Similar name — Suggestion to review existing profiles
Review suggestions to avoid creating duplicate customer records.
⚠️
Warning: Duplicate customers cause split history and confusing invoicing. Always check for existing profiles before creating new ones.
Importing Customers
Migrate from another system via CSV import:
Go to Settings → Import
Select "Import Customers"
Upload your CSV file
Map columns to CloudRent Pro fields
Review and import
Tips for Customer Management
📝 Capture Complete Data
The more you have upfront, the faster future bookings go.
📂 Save Delivery Addresses
Regular customers with multiple sites benefit from saved addresses.
💰 Set Appropriate Terms
Match payment terms to customer risk. Tighten terms for slow payers.
🎯 Keep Notes Updated
Record anything that helps future interactions — preferences, issues, key contacts.