Customer records, notes and custom fields

Open Customers and click any row to open that customer's page. Everything you know about them lives here, and none of it is visible to the customer.

The customer page and rental history

The header shows the name, company, email, phone, and any tags. Four summary stats sit underneath: Lifetime rentals, First rental, Last rental, and Outstanding balance (the balance stat needs money-viewing permission; other roles never see it).

The Rental history section lists every order they have had: number, dates, status, location, items, and total. Cancelled orders show muted. Clicking the number opens the order itself. New customers show "No rentals yet."

To change anything, click Edit. The Edit Customer dialog holds the whole record.

Delivery and pickup addresses

The customer form takes a primary address plus as many additional address blocks as you need, one per site for customers who take deliveries in more than one place. Remove any block with the × on it.

One distinction matters: an order carries its own delivery address, filled in on the order form. The customer's saved addresses are your reference; the address on the order is where that specific load is going. Changing a customer's saved address does not rewrite past orders.

Internal notes

The Edit Customer dialog has an Internal Notes section: one free-text note, up to 2,000 characters, for standing context ("gate code 4471", "always calls ahead before noon"). It is operator-only: the field itself says "Never shown to the customer", and the storefront never reads it.

Free-form notes about one specific load still belong on the order, not the customer. The order's Internal Notes and Customer Notes are the right place for anything the driver or the customer needs on that one job.

Custom fields

Some facts fit a form better than a paragraph (a dock's receiving hours, a preferred delivery day). Define those in Team & Settings → Custom fields. Fields are scoped: customers, orders, or products. Product fields stay internal ("Internal product details, including packages. Not collected at checkout."). Customer and order fields are "Additional details captured on each record."

You get 20 active fields per scope. Archive a field to add another. When you archive a field, its old answers are not deleted: they stay visible read-only and cannot be edited.

On the customer record, the answers live on the Additional details card. Change what you need and click Save additional details. Saving sends only the fields you actually changed. The card is visible only to office-level roles; if it never appears for you but does for a coworker, check your role.

Which fields customers see at checkout

Most custom fields are internal. To ask a customer-scope field on the storefront, open Team & Settings → Custom fields and click Edit checkout form. Each field gets two toggles: Show at checkout and Required. A field that is live on the storefront carries an Asked at checkout chip on the Settings page.

When a buyer answers a checkout question, the answer lands on their customer record tagged From checkout, so you can tell where it came from. The tag is editable like any other answer: once you save a change in the dashboard, it becomes a dashboard value and the tag clears. If a question was archived or hidden while the buyer was mid-checkout, its answer is skipped quietly and nothing blocks the order.

How required fields behave on existing records

Marking a field required binds creation, not the record's whole life. Creating a customer refuses Save until every required field has an answer.

Editing is gentler. An existing record is never blocked by a required field you did not touch, so a record created before the field was required keeps working. An edit is refused only for a required field you changed and left blank, and the message names the field.

Which fields print on documents

Every field carries Show on documents checkboxes for quote, contract, invoice, and packing slip. On the PDF, customer-scope fields print in the customer block, order-scope fields and the delivery or billing address print in a Details block, and product fields print under their line item. A field with no value is left off entirely. Fields marked for packing slips carry the hint "Visible to field staff on packing slips."

Built-in fields (phone, main address, delivery address, billing address) can be marked per document too, and they do not count against your 20.

When it goes wrong

• The Additional details card shows an error. Click Retry.
• "\" was archived in Settings, so its value was not saved. Someone archived the field while you had the record open. Your other changes saved fine; the archived value stays read-only.
• A required field refuses the save. The message names the field. Either fill it in or revert the change; untouched legacy fields never cause this.

For what prints on each document, see Create invoices, quotes, contracts and packing slips.