Skip to content
English
Contact Qwoty Support
Sign in
  • There are no suggestions because the search field is empty.

How to manage clients?

Centralize your clients and customize their commercial terms in Qwoty

Introduction

The Customers section of Qwoty allows you to centralize your customer database and customize their commercial terms. Your customers generally come from your CRM via an automatic synchronization, but you can also create them manually in Qwoty.

The main benefit is being able to associate specific rules with each customer: dedicated price books, negotiated discounts, restricted catalogs, custom quote templates, specific payment terms and methods. When creating a quote for this customer, only these associated resources will be available, ensuring that commercial agreements are respected.

Access

  1. In the left-side menu, click Customers
  2. Click Customers

View the customer list

The customer list displays your entire customer database with a summary view to quickly identify each account.

The list displays the following information:

  • Customer : Customer name
  • Type : Customer type (Company, Individual, etc.)
  • Segment : Business segment the customer belongs to (e.g.: VIP, SMB, Enterprise)
  • Updated : Date of last modification

Use the search bar to find a specific customer. The Export and Import buttons allow you to manage your customers in bulk.

Create a customer

Creating a customer allows you to fill in all the information needed to create quotes and manage the business relationship.

  1. Click + New customer at the top right
  2. Fill in the general information :
    • Company name * : Customer legal name
    • Type * : Customer type (Company, Individual, etc.)
    • Segment : Business segment (VIP, SMB, etc.)
  3. Add tax IDs if needed :
    • Type : ID type (VAT, SIRET, etc.)
    • Number : Corresponding number
    • Click Add a tax ID to add more

Associate resources with the customer

The Linked resources block allows you to restrict the items available when creating a quote for this customer. If resources are associated, only those will be offered to the sales rep.

You can associate the following resources:

  • Templates : Quote templates allowed for this customer
  • Catalogs : Accessible product catalogs
  • Price books : Applicable price books (negotiated prices, volume discounts, etc.)
  • Discounts : Available pre-configured discounts
  • Contracts : Associated master agreements
  • Payment terms : Allowed payment terms (30 days, 60 days, etc.)
  • Payment methods : Accepted payment methods (bank transfer, direct debit, etc.)
💡 Tip : If you leave these fields empty, all resources in your workspace will be available when creating a quote for this customer.

Configure the customer portal

The customer portal is an online space where your customer can view their quotes, place orders, and request prices. This section allows you to configure access and permissions.

Fill in the following information:

  • Portal link : Portal access URL (automatically generated)
  • Catalog : Product catalog visible on the portal
  • Contacts with portal access : Select the contacts authorized to log in
  • Contacts who can place orders / request a price : Select contacts with extended permissions

Manage customer contacts

Contacts represent the people you interact with at the customer: buyers, decision-makers, end users, etc. They can be associated with quotes and orders.

View the contact list

The list displays all customer contacts with the columns: Full name, Email, Role.

Add a contact

  1. Click + New contact
  2. Fill in the information :
    • First name * : Contact's first name
    • Last name * : Contact's last name
    • Email : Business email address
    • Phone : Country code + number
    • Roles : Contact roles in the company (Buyer, Decision-maker, Technical, etc.)
  3. If needed, fill in external identifiers (CRM ID, ERP ID, Accounting ID)
  4. Click Save

Manage billing addresses

Billing addresses will appear on quotes and invoices. You can create several if the customer has different entities or subsidiaries.

View the address list

The list displays all billing addresses with the columns: Address, City, Postal code, Country.

Add a billing address

  1. Click + New billing address
  2. Fill in the information :
    • Address name : Label to identify the address (e.g.: Headquarters, Lyon branch)
    • Address * : Street number and name
    • Address line 2 : Department, building, floor, etc.
    • City * : City
    • Region / State : Region or department
    • Postal code * : Postal code
    • Country * : Country
    • Linked contact : Contact associated with this address
  3. If needed, fill in external identifiers
  4. Click Save

Manage shipping addresses

Shipping addresses are used for orders requiring physical shipment. You can add specific delivery instructions.

View the address list

The list displays all shipping addresses with the columns: Address, City, Postal code, Country.

Add a shipping address

  1. Click + New shipping address
  2. Fill in the information :
    • Address name : Label to identify the address
    • Address * : Street number and name
    • Address line 2 : Department, building, floor, etc.
    • City * : City
    • Region / State : Region or department
    • Postal code * : Postal code
    • Country * : Country
    • Linked contact : Contact associated with this address
    • Comment : Delivery instructions or special notes
  3. If needed, fill in external identifiers
  4. Click Save

Fill in custom fields

Custom fields allow you to add information specific to your business that is not provided in the standard fields.

In the Custom fields block, enable and fill in the fields defined by your administrator.

💡 Tip : Custom fields are configured in Settings > Data model. Contact your administrator if you need additional fields.

Fill in external identifiers

If you use external systems (CRM, ERP, accounting software), fill in the corresponding identifiers to facilitate synchronization and tracking.

  • CRM ID : Identifier in your CRM (Salesforce, HubSpot, etc.)
  • ERP ID : Identifier in your ERP
  • Accounting ID : Identifier in your accounting software

Export and import customers

Qwoty allows you to manage your customers in bulk via the export and import functions.

  • Export : Click Export to download your customer list in CSV format
  • Import : Click Import to import customers from a CSV file
💡 Tip : Export your customers first to get the expected file format, then use it as a template for your imports.

Save

Once all information has been filled in, click Save at the top right.

Related articles

  • How do I manage customer segments?
  • How do I create a quote?
  • How do I manage price books (pricebooks)?
  • How do I manage discounts (discounts)?