Topaz CRM Manual - Manage Customers


Customers

Customers are the most important part of the application. The main purpose of this application is to serve clients. Clients area is separated from the administration area. They have their own portal and can easily manage tickets, invoices, contracts, estimates. etc

- New Customer

Login to dashboard, click on customers and on the left side you will find a button for New Customer. click on it to add a new customer.

  • Permissions – What permission this customer will have in the customers portal. example: if you turn of the support system the customer wont be able to use the support system. While in piping will be able to use it.
  • Billing & Shipping – This informations are used for invoices/estimates. If your customer have different shipping address for invoice you will need to populate also the shipping fields which will be auto included when creating new invoice.
  • Advanced Options – As advanced options are listed, you will find several fields like:
    • Groups – Sort your customer into group after that you will be able to generate reports by groups and see which customer groups is the most valuable.
    • Currency – If the currency is not the system default currency, when you add estimate/invoice and select the customer the currency will be auto changed regarding to what is selected in this field. NOTE: You wont be able to change the custom currency if there is transactions found.
    • Language – If you have multiple languages you can easily change the customer language. So when the customer will login and have setup different language then the system default everything will be translated based on your translation for this language.
      • By default all customer PDF data generated from the admin area are generated in the system default language. If you want to generate in the customer language you can easily goto Setup->Settings->Localization and set Output client PDF documents from admin area in client language to Yes

Fill all the necessary data and click submit.

You can also choose if you want to send the Welcome client email template which is configured in Settings Menu -> Email Templates in clients part.

Now your client can login in the clients area from the url https://topazcrm.net/login


You can add new customers very quickly from the Quick Insert button on the top left dashboard menu.

add-new-customer

 

- Customers Registration

You can enable/disable customers registration from Setup -> Settings -> Clients -> Allow clients to register.

customers will be able to register at https://topazcrm.net/login

If customer registration is disabled you will be able to add only customers from the admin area.

- Customer Overview

You can view all customer data like invoices, contracts, tickets, notes, by clicking on the customer edit button and on the right side. you can view all customer activity to your company, also there is an option Login as client so you can check their client profile.

15398925_10210491025127639_936404773_o-1024x512.png

- Exporting Customers Invoices/Estimates/Payment To ZIP

Go to the customer profile and click on the tab you want to export data. example: invoices

Select status or just leave it All and click Submit. All invoices based on your selected options will be added to .zip file.

Zip-Invoices-300x202.png

You can choose start and end date, the date is based on invoice/estimate/payment date

- Customer Reminders

With Topaz CRM you have the option to set customer reminder. This option allows you to never forget anything about your customers.

Setting customer reminder is very easy: navigate to the customer profile from admin area and click on the reminders tab.

Customer-Reminders-300x212.png
For This feature to work properly you must to have CRON Job Setup in cPanel

General Customer Report

Customer report can be generated from the Reports feature.
Select Report type Customer and the necessary report time you want to see about clients. Report with all customers will be generated you only need to search the client you need to see report.

Customers-Reports-300x170.png

Note: If you have invoices with different currencies you will also need to select currency. By default the given report will be from your base currency which is set in Setup -> Finance -> Currencies

Customer report from profile

Navigate to the customer profile and click on the Invoices tab

Customer-Invoices-Tab-1-300x103.png


- Send Contact Set Password Link

Follow the steps if you want to send set password link to your contact.

1. When creating new contact

When you are adding new contact only check the field Sent SET password link and not fill the password field.
After the contact is created the email for set password link will be sent.

2. When contact is already created.

Only check the field Sent SET password link and click save. An email will be sent to the contact.

NOTE: This link will expire after 48 hours.

You need to have configured email SMTP in order to use this feature.

- ADD New Customer Contact

Click Customers in Menu tab and select Contacts.

To create new contact click on the New Contact button.

Customer-New-Contact-300x124.png

  • Firstname – Contact firstname
  • Lastname – Contact lastname
  • Position – Contact position in a company
  • Email – User for login and receiving emails within Topaz CRM
  • Phone – Contact phone
  • Password
  • Primary contact – Check to be primary contact. If this is the first contact this field will be auto checked and no ability to disable.
  • Do not send welcome email – Check if you don't want to send welcome email for this contact. This option can be disabled on Setup->Email Templates ->  New Customer Added/Registered (Welcome Email). If you disable this email template a welcome email wont be sent event if this field is not checked.
  • Send set new password email – An email will be sent with a link the contact to set new password. NOTE: The link will be valid 48 hours.
  • Permissions – Default contact permission can be assigned from Setup->Settings->Customers. If the contact dont have any permissions and menu items from the customers area will be hidden too.

Adjust the contact permissions to fit your needs, the permissions define on what modules customers will have access.

- Customer Admins

If you dont want to give permission VIEW for staff member to be able to see all customers you can assign staff member as admin to specific customer/s.

Go to the customer profile from the admin area and click on the Customer Admins tab.

Customer-Admins-300x141.png

Click on the assign admin button and choose the member/s you want to be assigned as admins to this specific customer.

Customer-Assign-Admin-300x160.png

Save the changes.

The member/s you assigned will be able to see now this customer together with the Customer menu item without having the permission for customers VIEW.

Reports

- General Customer Report

Customer report can be generated from the Reports feature.

Select Report type Customer and the necessary report time you want to see about clients. Report with all customers will be generated you only need to search the client you need to see report.

customer reports

If you have invoices with different currencies you will also need to select currency. By default the given report will be from your base currency which is set in Setup -> Finance -> Currencies

- Customer report from profile

Navigate to the customer profile and click on the Invoices tab

customer reports

 


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