Update a Customer Profile
How Updating a Customer Works
Access requirements. You'll need the "Customers" permission — if "Customers" isn't in the left-menu bar, ask an admin to turn it on for your role.
Identifying info is required. A customer needs at least a name, an email, or a phone number — you can't save with all three blank.
Email and phone must be unique. Both are checked against your other customers, so reusing one that's already on file will fail to save. A phone number is also normalized before that check, so two numbers typed in different formats (with or without dashes, a leading 1, and so on) can still be flagged as the same number.
Tax exemption can come from two places. You can mark an individual customer tax exempt directly, or a customer group can grant it — if the customer's exemption comes from a group they're in, the toggle is replaced by a note naming that group, and you'd change it there instead.
Changing tax-exempt status recalculates open orders. Whether the exemption is set on the customer or granted by a group, it applies to tax on that customer's draft and approved orders right away, not just future ones — and turning it off takes the exemption back off those orders. Each back-office order also has its own "Tax exempt" switch, at the top of that order's screen; if someone has set it differently on a particular order, that order keeps what was chosen there.
Where to Access Each Feature
To… | Go to |
See all customers | Customers → All customers |
Update a customer | Customers → All customers → click their name |
Manage customer groups | Customers → Customer groups |
Updating a Customer
Step 1
Click on "Customers" in the left-menu bar, then click on "All customers."
Step 2
Click a customer's name to open their profile.
Step 3
Select Full Edit from the panel on the Right
Under "General information," update the "Name" and "Customer type" (Individual or Business). If you choose Business, a "Tax ID" field appears. If the customer isn't tax exempt through a group, you can toggle "Tax exempt" directly here.
Step 4
Under "Contact," update "Email" and "Phone number."
Step 5
Under "Address," update the street address, apartment or suite, city, state, and ZIP code.
Step 6
Add or edit anything in "Notes."
Step 7
Under "House Account Management," turn on "Allow house charges?" if this customer can buy on credit, then set their "Credit Limit," and the email address invoices should go to under "Send invoice to."
Step 8
Click "Save." It will appear in the Top Right, when an Edit is made
Other Things You Can Do From a Customer's Page
A customer's profile also shows their recent order history, loyalty account (if your store has a loyalty program), and the customer groups they belong to — groups themselves are managed from Customers → Customer groups, not from here. "Total spent" at the top of the profile is the total of that customer's completed orders, less any refunds recorded against them and less any completed blind returns on their account — a blind return is money handed back to a customer without the original sale on record. It updates as soon as an order is completed, refunded, or moved to another customer. It also updates as soon as a blind return is completed, moved to another customer, or has its amount changed. It's also the same figure shown in the "Total spent" column on the All customers list. If the customer has any house account activity, a read-only ledger and account stats also appear below the form. The "⋮" menu on the page offers a few more actions:
Record payment — appears only when the customer has a payable house account balance; logs a payment against their ledger.
Merge — combines two customer records into one, for when the same person ended up with duplicate profiles.
Export PDF — downloads their house account ledger.
You can also select multiple customers from the All customers list and delete them together.
Important: deleting a customer — whether one at a time from the "⋮" menu or in bulk from the list — is permanent and can't be undone. It can also fail outright if that customer has a blind return on record, since that link can't currently be cleared automatically. Only delete a customer when you're certain, not as a way to just clear a house account balance or hide them from a list.
Troubleshooting
"Customers" doesn't appear in the left-menu bar: your role is missing the "Customers" permission. Have an admin grant it.
Save fails with an email or phone "already in use" error: that email or phone number is already on another customer's profile. Search for the existing one — you may want Merge instead of creating a duplicate.
You can't save with all the identifying fields blank: you'll see "At least one of email, phone, or name must be provided" — fill in at least one.
The "Tax exempt" toggle is missing: this customer is tax exempt because of a customer group they belong to, not their own setting — the note under General information names the group; change it there instead.
House account fields don't seem to apply: "Allow house charges?" has to be turned on before a credit limit or invoice email does anything.
Deleting a customer throws an error instead of working: this happens if that customer has a blind return linked to their account — the delete can't go through while that link exists. If you hit this, treat it as a known limitation rather than retrying, and loop in support if you genuinely need that customer gone.