Customers

Manage your complete customer database. Every invoice, quote, and project links back to a customer record.

Overview

The customers page lists all your clients with key information at a glance. Use search and filters to find customers quickly.

Creating a customer

1. Go to Customers > New Customer
2. Fill in the customer details:
   • Name — Company or individual name (required)
   • Email — Contact email for sending invoices
   • Phone — Contact phone number
   • Address — Street, postal code, city, country
   • VAT number — Customer's VAT registration (for B2B)
   • Customer number — Auto-generated or custom
3. Click Save

TIP

You can also create customers inline when creating an invoice or quote — no need to navigate away.

KVK autofill

When creating a Dutch customer, MyCompanyDesk can autofill company details from the KVK (Kamer van Koophandel) register. Two lookup methods are available:

• Name search: Start typing the company name in the Name field. A dropdown shows matching KVK entries with city and KVK number. Select one to autofill the name and KVK number fields.
• Chamber number lookup: Enter an 8-digit KVK number in the Chamber of Commerce field. On blur, MyCompanyDesk looks up the number and fills in any empty fields (name, address, postal code, city, country).

A verified badge appears next to the chamber number field on successful lookup. If the KVK number is not found, an error message is shown. Both lookups are available only for Dutch customers.

Each workspace gets 100 free KVK lookups per day (cached results do not count). When 20 or fewer lookups remain, the KVK field hint shows a counter of how many are left. If the daily cap is hit, the form shows a quota-exceeded message, and you can enter the data manually or try again tomorrow.

Customer detail page

The customer detail page shows:

• Contact information — All stored details
• Invoice history — Every invoice sent to this customer
• Expense history — Expenses linked to this customer
• Contracts - Active and inactive contracts, with signing status badges and a PDF preview icon when e-signing is enabled
• Projects — Active and completed projects
• Statistics — Total revenue, outstanding balance, average payment time

Email health banner

A warning banner appears at the top of the customer detail page when the customer's email address has recently bounced (permanently undeliverable) or generated a spam complaint. The banner is quiet when the address is healthy.

• Bounce, shows a red banner with the last failed delivery date and the rejection reason from the email provider. If no specific reason was given, a generic note is shown instead.
• Complaint, shows a yellow banner warning that the customer marked your email as spam. The message advises against sending more mail to that address without prior contact.

This information comes from provider events and outbound message delivery status, helping you spot delivery problems before sending the next invoice or quote.

Actions

• Edit — Update customer information
• Create invoice — Start a new invoice pre-filled with this customer
• Create quote — Start a new quote for this customer
• Archive — Move to archive (can be restored later)
• Delete — Permanently remove the customer

Bulk actions

Select multiple customers for:

• Archive — Bulk archive inactive customers
• Restore — Bring back archived customers
• Delete — Remove multiple customers

Quick view

On desktop, click a customer in the list to open the quick view slide panel. This shows key details and actions without leaving the list:

• Customer info summary
• Recent invoices
• Edit button to open the full edit page

Import customers

Import your existing customer database from CSV:

1. Go to Profile > Import
2. Select Customers as the data type
3. Upload your CSV file
4. Map your CSV columns to MyCompanyDesk fields (name, email, address, etc.)
5. Review the preview
6. Confirm to import

Export customers

Export your customer list as CSV from the customers page (Starter plan and above).

Tips

• Keep customer emails up to date — they're used for invoice delivery
• Use the search bar for instant fuzzy matching across all customer fields
• Pin your most important customers as favorites for quick access
• Assign VAT numbers to enable reverse charge on B2B invoices