Customer History
Every customer profile includes a complete history of their rentals, invoices, and payments. This information helps you understand customer relationships, spot trends, and make informed decisions.
Accessing Customer History
Click Customers in the sidebar
Click on a customer name
View tabs: Overview, Rentals, Invoices, Payments
Overview Tab
The Overview shows key metrics at a glance:
Metric |
What It Shows |
|---|---|
Total Rentals |
Number of rentals (all time) |
Active Rentals |
Currently on hire |
Total Revenue |
All invoiced amounts |
Outstanding Balance |
Unpaid invoice total |
Last Rental |
Date of most recent booking |
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Tip: The Outstanding Balance shows at a glance if this customer has unpaid invoices. Check before approving new rentals.
Rentals Tab
View all rentals for this customer:
List of all rentals — Past and present
Status indicators — Quote, Reserved, Active, Returned
Dates and values
Quick filters — Filter by status or date range
Filtering Rentals
Click a status tab (All, Active, Returned, etc.)
Or use the date range picker
Or search by rental number
Click any rental to open its detail page.
Invoices Tab
All invoices issued to this customer:
Column |
Description |
|---|---|
Invoice Number |
Your invoice reference |
Date |
When issued |
Amount |
Total including GST |
Status |
Draft, Sent, Paid, Overdue |
Balance |
Amount still owing |
Invoice Actions
From the invoice list, you can:
View invoice — Open full detail
Download PDF — Get invoice document
Resend — Email to customer again
Record payment — Mark as paid
Payments Tab
All payments received from this customer:
Payment date
Amount
Method — Card, bank transfer, cash, etc.
Invoice applied to
Reference — Transaction ID or notes
Understanding Payment Patterns
Use the payment history to assess customer reliability:
Average days to pay — Are they prompt or slow?
Payment methods — Do they prefer card or bank transfer?
Disputed invoices — Any history of disputes?
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Note: Customers with slow payment history may warrant tighter payment terms or prepayment requirements.
Outstanding Balance
The outstanding balance is prominently displayed when there are unpaid invoices:
Balance Calculation
Total Invoiced − Total Paid = Outstanding Balance
From the customer profile, you can:
Click "View Outstanding"
See all unpaid invoices
Send payment reminders
Export History
Export customer history for external analysis:
Open customer profile
Click "Export"
Choose what to export: Rentals, Invoices, or Payments
Download CSV
Rental Frequency Analysis
Identify customer rental patterns:
Seasonal customers — Rent at same times each year
Regular customers — Consistent monthly rentals
Project-based — Large occasional rentals
Dormant — Haven't rented recently
Use this insight for proactive outreach and marketing.
Tips for Using Customer History
📂 Check Before Quoting
Review history before sending quotes. Past rentals show what equipment they typically need.
💰 Monitor Outstanding Balances
Don't extend more credit to customers with overdue balances.
📝 Look for Patterns
Regular customers might benefit from loyalty discounts or priority booking.
🎯 Re-engage Dormant Customers
Customers who haven't rented in a while might need a reminder you exist.
⚠️
Warning: Large outstanding balances before new rentals are a red flag. Consider requiring payment of overdue invoices before booking new equipment.