Add a customer
How to create a customer record on the Dashboard, add their phone numbers and address, and what the customer page shows.
Every job needs a customer. Add them here once, then pick them on every job that follows.
Open Customers in the sidebar and click Add Customer.
No Add Customer button? Your role does not include editing customers. Ask a Tenant Admin to grant it under Settings → Roles & Permissions.
Fill in the form
The form has three sections in a list on the left. You fill one at a time.
Contact
Customer Name is the only field you must fill. Email, Company Name and GST Number are optional. Phone numbers get their own control — see below.
Details
Add a Photo and Notes. Anything your company added under Settings → Customer Records → Customer Fields appears here too.
Location
Search for the address in Search address. Pick one of the suggestions and the city, state and pincode fill themselves in, with a map pin. A green line confirms Location pinned for navigation.
Click Create Customer
A message confirms Customer created successfully.
The location is optional, but it is what puts the Navigate button on the technician's job card. It is worth the extra thirty seconds.
A half-finished address is refused with Add city, state and pincode for the location, or clear it. Pick a suggestion from the list rather than typing the address yourself.
Phone numbers
A customer can have up to 20 numbers. Click Add number for each one.
Star the number you want beside the customer's name in lists. The others stay searchable.
Two shortcuts save time:
- Type a comma, or press Enter, and the row is saved and a new one opens.
- Paste a whole list —
9876543210, 9123456789— and each number gets its own row.
KaryaFlow compares the last 10 digits, so +91 98765 43210 and 9876543210 count as the same number.
Duplicate phone numbers
If your company switched on Enforce unique customer phone numbers under Settings → Customer Records, KaryaFlow checks each number as you type. If one already belongs to somebody else, you get a red panel saying A customer with this phone number already exists, with a link to open them.
Create Customer stays greyed out until you fix it. Open the existing customer instead of making a second record for the same person.
Companies with the switch off can save duplicates without a warning.
The customer page
Click any customer to open their page. A strip across the top shows Machines, Warranty, AMC, Monthly Plan, Next Due, Outstanding Dues and Total Business.
Five tabs sit below it.
| Tab | What it holds |
|---|---|
| Profile | Their contact details, your extra fields, and their addresses |
| Dues | Outstanding dues, total business, unpaid jobs |
| Machines | Every unit they own, with its own service history |
| Contracts | Warranty, servicing AMC and monthly plans |
| History | Every job you have done for them |
Edit Profile opens the same form again to change anything.
Addresses
A customer can have several addresses. One is marked Default, and every job for them uses it unless that job has its own service address.
Add more with Add Address on the Profile tab. Then, on a job, pick which one the technician should go to. See Create a job.
Machines
If you service specific units — a chimney, a water purifier, an air conditioner — record each one under Machines. Fill in the machine type, brand, model number, serial number, purchase and installation dates, and warranty details.
Link a job to a machine and every visit to that unit stays together under History on the machine.
Add a customer while creating a job
You do not have to come here first. On the new job form, type the customer's full name in the Customer box and choose Create "…". That opens Quick Add Customer, which asks only for a name and an optional phone number.
Fill in the rest later from their page.