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Creating Customer Accounts

How to create a new customer account on the backend

  • Before you begin confirm the following information
    • Executive Stakeholder:  Confirm the best name and email information at the new customer who should become the account owner
    • Customer Segment
      • Select the segment that best matches the new customer's type of business

  • Proceed to customer page
  • Click "New Customer" in upper right corner
  • Fill in the following required fields
    • If field not included on list, it can be left blank 
    • Name
      • Company name that will become the customer name
    • Code
      • Internal code for reporting
      • Use all caps
      • No spaces
      • Can use abbreviations for common terms
      • Ex. Roots Management = ROOTSMG
    • State
      • Keep as "Active"
    • Customer Segment
      • Select the best fit based on company's information or website
    • Require unit/lot number during expense classification
      • This feature compels users to select a lot designation during expense classification
      • In order to function, lots/units must be manually added or automatically linked via Rent Manager (RM) integration
        • See Quick Reference Guide for more info under “Lot Designation”
        • For RM specifics see RM Onboarding Article
      • Once enabled, you'll need to indicate which expense types require lot designation
        • Shadow as a customer admin on the front end and proceed to the CoA page 
        • Toggle "Require Unit/Lot Field" for all charts of accounts requested by customer to require lot

    • Override Default Expensing
      • Toggling this feature wipes out any and all default expense classification. This will require the any users to manually code all line items prior to checkout
    • Requires PO notes at Checkout
      • Toggling this feature requires users to enter a note or PO reference in the “Notes, PO/Project #, etc” field on every line item prior to completing checkout.
    • Payment Terms
      • Not to be granted unless Purchasing Platform finance team has signed off
        • Start the conversation with Susie Luong if customer has requested
    • Membership Fees
      • Set only if collecting fees
      • If collecting fees set as "Premier"
    • Exempt from membership fees 
      • Currently we are shifting away from a membership model and very few new customers will be assessed monthly fees
      • Ensure that “Exempt from membership fees” is toggled if not assessing fees
    • Super Customer
      • If new customer should be nested, select correct customer via the dropdown
    • Owner
      • Fill in information gathered from contact or executive stakeholder
        • Email, First Name, Last Name, and Owner Phone are only required fields
    • Create Freshsales Account
      • Former CRM, mark as "Customer is already on Freshsales" 
  • Click "Create Customer"
    • If any required fields missing, you will be prompted to fill in
  • If successful, you will be taken to the the new customer's specific page
  • The account owner is not automatically activated
    • See article on "Activating Users" for instructions on activating