> ## Documentation Index
> Fetch the complete documentation index at: https://docs.qwoty.io/llms.txt
> Use this file to discover all available pages before exploring further.

# The customer record

> Understand the structure and data stored in a Qwoty customer record

{/* AUDIT NOTE: Customer form confirmed. Sections: General Information (Name*, Type*, Segment, Logo, Tax/Tax Value), Linked Resources (Templates, Catalogs, Pricebooks, Discounts, Contract Models, Payment Terms, Payment Methods), Contacts (+ New contact, columns: Full Name / Email / Role / Actions). No separate billing address or currency fields on the creation form. */}

A customer record in Qwoty stores all information about a company or individual who buys from you. Every quote, order, and contract must be linked to a customer. Customer records centralize contact details, billing information, pricing agreements, and deal history.

## What a customer record contains

Customer records store both administrative data and sales context:

* **Company information**: Legal name, tax ID, industry, and address
* **Contact persons**: Multiple contacts with roles (billing, technical, executive)
* **Billing details**: Payment terms, currency, billing address, tax exemptions
* **Pricing context**: Assigned pricebook, discount tier, or custom pricing rules
* **Relationship history**: All quotes, orders, contracts, and Dealrooms associated with this customer
* **Custom fields**: Additional data fields configured by your admin

<Note>
  Customer records are separate from user accounts. A customer is a company you sell to; users are people who log into Qwoty (your team or Dealroom guests).
</Note>

## Customer hierarchy

Qwoty supports parent-child customer relationships for enterprise account structures:

| Level                   | Description            | Use case                                      |
| ----------------------- | ---------------------- | --------------------------------------------- |
| **Parent customer**     | Top-level organization | Global headquarters with negotiated pricing   |
| **Child customer**      | Subsidiary or division | Regional office inheriting parent's pricebook |
| **Standalone customer** | No hierarchy           | Small business or individual buyer            |

Child customers can inherit pricing, payment terms, and contract models from their parent, or override them with specific values.

## Key data sections

### Contact management

Each customer can have unlimited contacts. You can assign roles to organize contacts by function:

* Primary contact for quote discussions
* Billing contact for invoicing
* Technical contact for implementation
* Executive sponsor for approvals

When you publish a quote to a Dealroom, you select which contacts receive access and notifications.

### Pricing assignment

Customer records determine which prices apply to quotes:

* **Pricebook assignment**: Links the customer to a specific price list
* **Discount tier**: Applies volume or loyalty discounts automatically
* **Custom pricing**: Overrides catalog prices for negotiated deals

<Tip>
  Assign pricebooks at the customer level to ensure consistent pricing across all quotes for that account.
</Tip>

### Payment terms

Define default payment conditions that auto-populate on new quotes:

* Net 30, Net 60, or custom payment schedules
* Accepted payment methods (credit card, wire transfer, ACH)
* Billing frequency for subscriptions (monthly, annual, quarterly)

## Managing customer data

### Creating customers

Sales reps can create customer records before or during quote creation. Required fields typically include company name, billing address, and currency.

<Steps>
  <Step title="Navigate to customers">
    In the left side menu, click **Customer** → **Customer**.
  </Step>

  <Step title="Add new customer">
    Click **+ New** and fill in the **General Information** fields (Name and Type are required).
  </Step>

  <Step title="Configure pricing">
    Assign a pricebook and payment terms, or leave defaults.
  </Step>

  <Step title="Add contacts">
    Create at least one contact person for quote delivery.
  </Step>
</Steps>

### Customer segmentation

Use customer properties to segment your accounts:

* Industry or vertical market
* Company size or employee count
* Geographic region
* Customer status (prospect, active, churned)

Segmentation helps you filter reports, assign the right pricebook, and route quotes to appropriate managers for approval.

## Common questions

<AccordionGroup>
  <Accordion title="Can one customer have multiple pricebooks?">
    No. Each customer is assigned one pricebook at a time. However, you can override individual product prices on a quote, or create a custom pricebook for specific high-value accounts.
  </Accordion>

  <Accordion title="What happens to quotes when I change a customer's pricebook?">
    Existing quotes keep their original prices. Only new quotes created after the pricebook change will use the updated pricing.
  </Accordion>

  <Accordion title="Can customers access their own record?">
    No. Customer records are internal to your sales team. Customers access published quotes through the Dealroom, which shows only relevant deal information, not their full customer record.
  </Accordion>

  <Accordion title="How do I merge duplicate customer records?">
    Contact your admin or Qwoty support to merge duplicate records. This process consolidates contacts, quotes, and history into a single customer record.
  </Accordion>

  <Accordion title="Can I import customers from my CRM?">
    Yes. Qwoty supports CSV import and integrations with major CRM platforms. Check with your admin about available integrations and data mapping.
  </Accordion>
</AccordionGroup>

## Related

<CardGroup cols={2}>
  <Card title="Creating quotes" icon="file-invoice" href="/user-guide/quotes/how-tos/create-quote">
    Start a new quote and link it to a customer
  </Card>

  <Card title="Pricebooks" icon="tags" href="/user-guide/catalog/introduction">
    Learn how price lists work and apply to customers
  </Card>

  <Card title="Dealroom access" icon="door-open" href="/user-guide/dealroom/introduction">
    Invite customer contacts to view and sign quotes
  </Card>

  <Card title="User roles" icon="user-shield" href="/user-guide/settings/users/manage-roles">
    Understand who can create and edit customer records
  </Card>
</CardGroup>