Managing Customers
Supply'd embeds CRM technology to allow you to manage all your customers in one place. Assign contacts, locations, pricing and pantry lists, track orders, sales call logs, credits and more.
Supply’d includes powerful Customer Relationship Management (CRM) tools that make it easy to handle all your customer information in one central place. You can assign key contacts, set up multiple locations, and customise pricing or pantry lists for each customer. The CRM also lets you track order history, monitor sales call activity, and manage credits or account balances - all within the same system. This helps you build stronger relationships, streamline communication, and get a complete overview of each customer’s activity and performance with your business.
This document will guide you through how to manage:
The Customers Page
Selecting Customers from the main menu will show you a list of all your customers, who their sales rep is, when their next sales rep visit or call is scheduled, when they placed their last order with you in Supply'd, and their current status.
You will see 4 tabs on the page.
👉 You can add customers by following the steps in the Adding Customers, Leads & Customer Groups document.
Customer Statuses
Customer statuses help you quickly see where a customer stands in terms of setup, activity, and connection with your business. These statuses are shown as colour-coded tags beside customer names.
– Indicates the customer is already using Supply’d. 
– Means the customer was manually added to your Supply’d account and is not on Supply’d.
If a customer’s credit terms have been paused or blocked, their status will show as 
.
Customers
The Customers tab lists all your customers. You can manage all your active customers for sales, marketing, and order tracking, and view contact details, call history, and account activity in one central place.
👉 You can add customers by following the steps in the Adding Customers, Leads & Customer Groups document.
Leads
The Leads tab show any leads that have been added. A Lead represents a potential customer who has expressed interest but hasn’t yet placed an order or been fully onboarded.
👉 For details on adding leads, see Leads in the Adding Customers, Leads & Customer Groups document.
Requests
See all customer connection requests that are awaiting your approval, allowing you to quickly manage new customer relationships and grant access as needed.
Groups
Customer Groups allows you to group your customers for easy filtering, group pricing and more.
👉 For details about adding groups, see Customer Groups in the Adding Customers, Leads & Customer Groups document.
You can view all the information about a particular customer by selecting them from the list.
Customers List Options
Clicking on the 3 dots in the top right will open a menu.
Get Invite Link
Opens the Customer Invite Link form, showing various invite links for Supply'd that can be shared with potential customers.
Import >
This is used when using the Bulk Importing of Customers option.
Export >
Allows you to export various customer information to your computer in a spreadsheet.
Customer Data
Opens the Export Customers form you to export customer information to your computer in a spreadsheet. This information can be also be used in the Bulk Importing of Customers.
Data Source:
Sample Data: Download a spreadsheet with sample data to use as an example when completing the spreadsheet for the Bulk Importing of Customers.
Supply'd: Download a spreadsheet with the data from your Supply'd account.
You can also choose whether to include data from Locations and Customer Contacts.
Click 
to download the data to your computer.
Locations
Opens the Export Customer Locations form, allowing you to export customer location information, such as addresses, to your computer in a spreadsheet.
Select the Data Source (as above) and click 
.
Contacts
Opens the Export Customer Contacts form, allowing you to export customer contact information to your computer in a spreadsheet.
Select the Data Source (as above) and click .
Customer Price List
Customer: Select the customer you would like to generate the price list for.
Template* [required field]: Select the template to use to generate the document.
Products* [required field]: Select the products to include in the price list.
Split By Categories* [required field]: Choose whether items on the price list should be grouped into categories. Select Yes or No from the drop-down menu.
Fields: Select the fields you would like to include in the price list.
Fields can be excluded by clicking the “X” next to the field name.
Click 
to create a price list based on your selected options.
Actions Button
Selecting one or more customers from the list and then clicking the 
button will open a menu with the options for those customers.
Ticking the check box to the left of the actions button will select all customers in the list.
These Export options are the same as those described above in the Export section; however, only the data for the selected customers will be exported.
Managing Customers
Selecting a customer will open their details.
The various tabs on the page display different information and options, as follows:
About
The About tab displays information about this customer - Account number, ABN, payment terms, website, number of orders placed, etc. These fields are not able to be edited here (see further on in this document on how to edit these details).
Company Details
Account Number, ABN, Website, Groups (if in any).
Custom Fields
Any custom field information you may have set up.
Next Call Dates
The next day for a call or visit to the customer.
Store Status
This shows the Supply’d stores that the customer is currently connected to.
Purchase Order Inbox: This inbox is automatically created for each customer, allowing them to send their purchase orders directly to it. You can share this inbox with the customer to streamline order processing.
There are multiple inbox options depending on which store the order belongs to. This allows the system to automatically identify the correct store for smarter matching. Note that customers must send purchase orders in PDF format for the system to read them.
The connection status is shown beside the store for easy identification - either 
or 
.
From this page, you can also manage these connections. You can connect the customer to additional stores or disconnect them from stores they no longer need access to. This allows you to control which of your stores the customer can order from, ensuring they only see the locations that are relevant to them.
To connect or disconnect a store, click the three dots to the right of the store. The menu will show Disconnect if the customer is currently connected, or Connect if the customer is not connected.
Stats
The number of orders the customer has placed with you, amount spent, date of their last order.
Additional Options
Clicking on the 3 dots in the top right corner will bring up a menu.
These options are explained in detail in the Additional Options section below.
Contacts
The Contacts tab lists any contacts for this customer.
Clicking on a contact will open the details for that contact.
Contact Details
Details relating to this Contact - Email, Mobile & Phone Numbers.
Settings
Additional settings for the Contact, such as, any notifications that should be sent to this contact.
Adding a Contact
Initial contact details are added when first creating the customer (see Adding Customers, Leads & Customer Groups). Additional contacts can be added from this page.
Click on Add+ in the top right.
The Add Contact form will open.
Complete the form as detailed in step 6 of Adding a Customer in the Adding Customers, Leads & Customer Groups document.
Click 
to save all the contact's details.
The new contact will show in the Contacts list.
Editing & Removing a Contact
With a contact selected, clicking the three dots in the top-right of the page will open a menu.
Edit Contact
Opens the Edit Contact form allowing you to change contact's details.
👉 You can edit the contact following the guidelines for adding a contact in the Adding Customers, Leads & Customer Groups document.
Remove Contact
Will remove the contact. You will be asked to confirm.
Locations
The Locations tab lists locations for billing and shipping for this customer.
Clicking on a location will open a page showing all the details for that location.
Location Details
Details relating to this location.
Opening Hours
The operating hours for this location when a delivery can be made.
Advanced
Advanced settings for this location, such as latitude, longitude and a map.
Adding a Location
Some initial location details are added when first creating the customer (see Adding Customers, Leads & Customer Groups). Additional information and locations can be added from this page.
Location Details
Complete the Locations Details section.
Location Name* [required field]
A name for the location for internal use. Usually, this is the suburb or area where the store is located.
Location Type
Whether or not this address is used for billing and/or shipping. You can only have 1 billing address.
Address* [required field]
The street address of the location.
Suburb* [required field]
The suburb of the location.
State/Province* [required field]
The state or province where the location is situated.
Postcode* [required field]
The postcode for the location.
Country* [required field]
The country in which the location is.
Editing & Removing a Location
Clicking on the 3 dots on the top right corner will bring up a menu.
This option is only available for those customers marked as 
.
Edit Location
Opens the Edit Location form where you can change any required details for the location, following the guidelines for Adding a Location above.
Remove Location
Allows you to remove the Location. You will be asked to confirm.
Call Log
The Call Log tab lists any calls and visits to this customer, including dates, locations, and any notes from those calls.
Clicking on a call will open the details for that call.
Adding a Call Log
Complete the Form
Complete the fields as follows:
Customer
Automatically entered.
Location
Select the location of the call from the list of locations associated with this customer.
Call Date* [required field]
Select the call date and time. Clicking this field will open a calendar and time selector for you to choose from.
Call Type* [required field]
Select Visit or Call from the drop-down, depending on whether it was an in-person visit or a phone call.
User
Select the name of the sales rep or person that made the call from the drop-down.
Next Call Date
Clicking this field will open a calendar for you to select the next call date.
Notes
Any notes taken from this call.
Images
Upload any photos applicable to this call.
Editing & Removing a Call
Clicking on the 3 dots on the top right corner will bring up a menu.
Edit Call Log
Opens the Edit Call Log form, allowing you to update any details about the call, following the guidelines above in Adding a Call Log.
Remove Call Log
Will remove the call log. You will be asked to confirm.
Pantry
A Pantry List is a list of items this customer usually orders. Under the Pantry tab you can create and manage a pantry list for this customer, show products by category, or create a sales order visually. You also have the option to display the customer's last ordered items.
Select Pantry List, Recently Ordered, or a specific category from the drop-down menu.
Adding a Pantry Item
Select the Products
Products* [required field]
Click on, or type in, the Products field and select the products.
Click 
to add them to the Pantry List.
The products will show on the list with images for easy ordering.
The Pantry List is also an excellent tool for sales reps to introduce new products to customers. By adding items that may be relevant or of interest, reps can highlight potential additions to the customer’s regular orders. These suggested products appear when the rep is creating an order, making it easy to recommend new offerings, encourage upselling, and tailor the ordering experience to the customer's preferences and needs.
Actions Button - Removing a Pantry Item
To remove a product, or products, from the list, tick the box to the left of the product(s).
Click on 
. A menu will open.
Click Remove Item from Pantry. You will be asked to confirm.
If you select Recently Ordered or one of the categories from the drop-down menu (instead of Pantry List), the menu will have the option to add the selected products to the pantry list.
Ordering from the Pantry List
Select Items
Add Pantry items to an order by clicking the 
beside the items.
You can also choose Recently Ordered or a specific category to quickly find items, then add additional products to the order. This makes it easy to include frequently purchased items or browse by product type without searching the entire catalogue.
Orders
The Orders tab lists all the orders this customer has placed with you.
You will see the Order Number, Date the order is due for delivery, the Customer, the total Amount for the order, and the Location the order is for.
The colour-coded Supply’d icon displayed to the left of each order indicates which of your stores the order originated from.
👉 Colours can be set in the Supply'd Stores settings.
Order Statuses
Order statuses help you quickly see at what stage the order is at. These statuses are shown as colour-coded tags beside the orders.
- The order has been placed.
- Products have been picked and the order is ready for packaging.
- The order has been packed and is ready for shipping.
- The order has been shipped to the customer.
- The order has been completed.
- The order is currently being prepared and has not yet been placed.
- The order has been cancelled.
- The customer's payment failed to go through.
- The order is pending payment.
Clicking on an order on the list will open the order and show all the order details for that order.
Creating & Managing Orders
Orders can be placed for this customer directly from here:
Click Add+ in the top right.
The Add Order form will open.
Complete the form as outlined in the Creating a Sales Order document.
👉 See the Managing Sales Orders document for information on managing customer orders.
Quotes
The Quotes tabs all the quotes created for the customer.
Clicking on a quote will open its details.
Adding & Managing Quotes
To add a Quote click Add+.
The Add Quote form will open.
👉 See the Quotes document for instructions on completing the form and managing your quotes.
Standing
The Standing tab lists any standing orders for the customer.
To add a Standing Order click Add+.
The Add Standing Sales Order form will open.
👉 See the Standing Sales Orders document for instruction on completing the form and for managing standing customer orders.
Credits
The Credits tab lists any credits this customer has had applied to them.
Clicking on a credit will open its details.
Adding a Credit
Credit Details
Credit Amount* [required field]
The amount you wish to allocate as credit to the customer.
Location
Select the location this credit is applicable for, if any.
Credits can be allocated to a specific location. When an order is placed for that location, the credit will be automatically applied. If no location is selected, the credit will be used as a general credit for the customer’s next order.
Notes* [required field]
Details about what this credit is for. This will be used for you to reference the credit and will also be visible to the customer.
Notify Customer
Whether or not to notify the customer via email of the credit being applied. Select Yes or No from the drop down.
Credit Expiry
Set Expiry
Whether or not this credit should have a set expiry. Select Yes or Never from the drop-down menu.
When Yes is selected an additional field - Expiry Date - will appear.
Expiry Date
The date you wish for this credit to expire.
Credits will be automatically applied to the customer’s next order, based on the expiry settings.
Pricing
The Pricing tab lists any specific discounts or price overrides for this customer.
Adding & Managing Pricing
To add a customer pricing click the 
button (first pricing entry only) or Add + in the top right.
The Add Customer Pricing form will open.
👉 See the Customer Specific Pricing document for instructions on completing the form and managing your customer pricing.
Editing a Customer
Editing a customer allows you to update their details, preferences, and settings to ensure their information stays accurate and up to date.
Update Details
Update any details required following the guidelines in the Adding Customers, Leads & Customer Groups document.
Additional Options
When a customer is selected, clicking on the three dots in the top right corner will open a menu.
Edit Customer
Opens the Edit Customer form as explained above in Editing a Customer.
Actions
The options under Actions will vary depending on the customer type.
For Supply'd type customers:
For Custom type customers:
Actions > Next Call Date
Opens the Set Next Call Date to set a date and location for a sales rep call.
Customer
Automatically entered.
Location
Select the location of the call from any locations set for this customer.
Next Call Date* [required field]
Clicking this field will open a calendar for you to select the next call date.
Actions > Apply Credit Hold
To place a hold on any credit arrangements you may have with this customer. This will automatically set future orders from this customer to be on hold. You will be asked to confirm.
Actions > Merge Customer (Custom Customers only)
Two types of customers can exist in Supply'd: customers who have their own Supply'd account, and customers you have created and manage yourself. If a customer registers on Supply'd and creates a duplicate in your list, you can use the merge feature to combine your offline version with their Supply'd account.
This will merge an offline or invited customer with a Supply'd customer. All settings, orders, pricing & credits will be transferred to the Supply'd customer as a results of performing this action. The merge is irreversible.
Actions > Convert to Lead (Custom Customers only)
You will be asked to confirm.
Actions > Get Invite Link (Custom Customers only)
The URL you can share with your customers so they can register and purchase from your Supply'd store. The link will automatically sign them up for a free Lite account, and they will require approval before they can purchase from you.
Export
Export > Customer Price List
Selecting this will open the Generate Price List form.
Customer
This field is automatically populated when a customer is selected. However, you can change it by clicking the "X" next to the name. Clicking on the field will display a list of your customers to choose from.
Template* [required field]
Select the template to use to generate the document.
👉 See the Templates document for more information.
Products* [required field]
Select the products to include in the price list.
Pantry Items: Products that are in the customer's Pantry List.
Split By Categories* [required field]
Choose whether items on the price list should be grouped into categories. Select Yes or No from the drop-down menu.
Fields
Select the fields you would like to include in the price list.
Fields can be excluded by clicking the “X” next to the field name.
Click to create a price list based on your selected options.
Export > Call Logs
Allows you to export details of all calls from this customer into a spreadsheet, including customer, date, location and any relevant notes.
Export > Product Sales Report
Allows you to export details of all sales from this customer, within a selected date range, into a spreadsheet, including products, pricing, dates, etc.
Export > Credit Summary
Downloads a summary of all credits that have been applied to this customer's account.
Remove Customer
Will remover the customer. You will be asked to confirm.
Filtering & Searching the Customer List
The 3 lines beside the 3 dots in the top right corner on the Customers page allows you to filter the Customers list, while the magnifying glass lets you search for specific customers.
Clicking the three lines opens the Filter Customers form, where you can access all available filtering options.
Company Name
A company name to search for in your customer list.
Group
Select the Customer Groups you would like to filter the list by.
Status
Select the Status(es) you would like to filter the list by.
Sales Rep
Select the Sales Rep(s) you would like to filter the list by.
Next Call Date Range
Select a date range. Clicking on this field will open a calendar for you to choose the range you would like to filter by.
State
Select a state that you wish to filter your Customer List by from the drop-down menu.
Suburb
Enter a suburb that you wish to filter your Customer List by.
Postcode
Enter a postcode that you wish to filter your Customer List by.
Customer Status
Filter by Customer Status, either Active or Removed. Selecting Removed allows you to view and re-activate removed customers.
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