Add Customers and Invoices

There are multiple ways to add customer records to your AR Automation account:

  • Sync customers from the connected integration
  • Add customers manually

Import Customers from your Accounting System

If your accounting system is connected to your AR account, then your customer and invoice data will be imported to your AR account when the systems synchronize.

Learn how to set up and launch synchronization with any supported accounting system here.

Without Accounting System Integration

Using CSV Import

If you don't have an accounting system integration you can import data using the CSV import option.

  1. In the left navigation panel, select Customers > Customer Records.
  2. On the Customer Records page, click on the Action menu in the top-right of the screen (three vertical dotsthree vertical dots) > click on the Import button.
  1. On the Import Customers page upload the CSV file containing the customer data. You can download a sample file that displays the default values that should be submitted.
  2. Once the CSV file is uploaded, you will be asked to map the fields in your file to AR fields.
  3. When the mapping is complete, click on the Next button. You will see the import summary displaying how many records will be imported.
  4. To save the import click on the Complete Import button.

Import BlueSnap Shoppers as AR Customers

Sync BlueSnap Vaulted Shoppers

To ensure that shoppers created in BlueSnap will also be synced to AR Automation as customers, it's important to enable the Sync BlueSnap Vaulted Shoppers setting in your AR account. With this feature, customers in AR Automation are linked with shoppers in BlueSnap, allowing you to view the associated payment method.
If a shopper is created in BlueSnap, but not linked with a customer in AR Automation, then a new customer will automatically be created in AR Automation and your accounting system. This happens behind the scenes using the account number or vaulted shopper ID from the merchant transaction ID you pass.

To enable this setting:

  1. Click on your initials in the lower-left corner and go to Settings > Preferences.
  2. On the Preferences page select the Payments tab.
  3. Select the checkbox next to Sync BlueSnap Vaulted Shoppers.

Sync Payment Methods from BlueSnap

If you would like to update payment methods between BlueSnap and AR Automation you can enable the setting Sync Payment Methods from BlueSnap. This feature offers the ability to sync payment methods from BlueSnap to AR Automation. If the customer is not already linked to a shopper payment method in BlueSnap, a new customer will not be created. This syncing process also relies on the account number or vaulted shopper ID from the merchant transaction ID.

To enable this setting:

  1. Click on your initials in the lower-left corner and go to Settings > Preferences.
  2. On the Preferences page select the Payments tab.
  3. Select the checkbox next to Sync Payment Methods with BlueSnap.

Enabling IPNs

Payments are imported from BlueSnap to the AR Automation account via IPNs (also known as webhooks). To set up IPNs, we first set up the server and URL for you. Then you can configure the IPN settings in your BlueSnap account.

Note: You can find your IPN URL in your AR Automation account. Click on your initials in the lower-left corner and go to Account > Payments. You will see a BlueSnap IPN URL section that contains your unique IPN URL.

The next step is to enable IPN settings on your BlueSnap account. The following IPNs need to be enabled on your BlueSnap account settings to ensure payments and shoppers are imported:

  • Vaulted Shopper
  • Account Updater
  • Charge IPN
  • Charge Pending
  • Decline IPN
  • Auth Only
  • Decline
  • Refund

Find a step-by-step guide on enabling IPNs here.

Create Customer Manually

In order to manually create a customer record on your AR account:

  1. Click Customers in the left navigation panel.
  2. In the top-right corner of the page click on the New Customer button.
  3. Submit all the required fields. Below you will find the description of each field.
Field NameDescription
First NameContact’s First Name
Last NameContact’s Last Name
Company NameThe name of the company you are creating the record for.
Primary Phone NumberContact’s Primary Phone Number to which the SMS will be sent.
Alternative Phone NumberContact’s Alternative Phone Number. This phone number will not receive SMS.
Address Line 1Customer’s Address
Address Line 2
CityCustomer’s City
Customer’s CityCustomer State (State code should be entered)
Postal CodeCustomer’s Postal Code
CountryCustomer’s Country (Country code should be entered)
Display NameThe way the customer's name is presented throughout the system.
Account NumberThe number attached to the account.
OwnerCustomer billing owner is primarily responsible for any cadence-related tasks.
Sales RepCustomer owners that are included in the cadences.
Account ManagerCustomer owners that are included in the cadences.
ManagersThis person can see the customer even if assigned to a role with limited access. For more information, refer to Roles.
Parent CustomerParent Customers can see the child (sub) account invoices and can make payments for sub-account as well.

Learn more about customer records here.

Add Invoices

There are three ways to add invoices to your AR account.

  1. Import from your accounting system (refer to section above)
  2. Import using CSV file (refer to section above)
  3. Create manually

Create Invoice Manually

  1. Click Invoices in the left navigation panel.
  2. In the top-right corner of the page click on the New Invoice button.
  3. Submit all the required fields. Below you will find the description for each field.
Field NameDescription
CustomerCustomer associated with the invoice. Customers are paying for invoices.
Invoice #Invoice Number that is used for reference. If the Invoice Number is not entered manually, AR will assign the Invoice Number Automatically.
Reference #Reference Number that is displayed on the Invoice PDF.
DateThe date on the Invoice. Usually used for identifying invoice creation date.
Due DateThe due date for the Invoice.
Invoice TemplateTemplates define the look of invoices.
CurrencyInvoice currency. The same currency will be used for payment.
Amounts areSelect whether the invoice is Tax Inclusive vs Tax Exclusive
Item NameItem is a product/service that is included in the invoice. Learn more.
Item DescriptionItem Description will be displayed on the Invoice.
Item QtyQuantity of the Item that is added to an Invoice.
Item PriceItem Price
TaxSelect whether the Item is taxable.
Add DiscountAdd a coupon with a discount to an invoice. Learn how.
Select Tax RateAdd a tax rate by selecting the Tax Rate. Learn more.
Notes visible to customerField to present any information on the Invoice that is sent to the customers.
Terms and ConditionsField to present terms and conditions or other required information on each Invoice that is sent to the customers.

Learn more about invoice settings here.