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 is imported to your AR account when the systems synchronize.

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

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.

In the left navigation panel, select Customers > Customer Records.
On the Customer Records page, click the Actions menu ( ⁝ ) and select Import.
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.
Once the CSV file is uploaded, you map the fields in your file to AR fields.
When the mapping is complete, click Next. You see the import summary displaying how many records will be imported.
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 are 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 is automatically 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:

Click on your initials in the lower-left corner and go to Settings > Preferences.
On the Preferences page, select the Payments tab.
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 is not created. This syncing process also relies on the account number or vaulted shopper ID from the merchant transaction ID.

To enable this setting:

Click on your initials in the lower-left corner and go to Settings > Preferences.
On the Preferences page, select the Payments tab.
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 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

Learn more about enabling IPNs.

Create Customer Manually

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

Click Customers in the left navigation panel.
In the top-right corner of the page, click New Customer.
Submit all the required fields. Below is a description of each field.

Field Name	Description
First Name	Contact’s First Name
Last Name	Contact’s Last Name
Company Name	The name of the company you are creating the record for.
Primary Phone Number	Contact’s Primary Phone Number to which SMS messages are sent.
Alternative Phone Number	Contact’s Alternative Phone Number. This phone number does not receive SMS messages.
Address Line 1 Address Line 2	Customer’s Address
City	Customer’s City
State	Customer State (State code should be entered)
Postal Code	Customer’s Postal Code
Country	Customer’s Country (Country code should be entered)
Display Name	The way the customer's name is presented throughout the system.
Account Number	The number attached to the account.
Owner	Customer billing owner is primarily responsible for any cadence-related tasks.
Sales Rep	Customer owners that are included in the cadences.
Account Manager	Customer owners that are included in the cadences.
Managers	This person can see the customer even if assigned to a role with limited access. For more information, refer to Roles.
Parent Customer	Parent Customers can see the child (sub) account invoices and can make payments for sub-account as well.

Learn more about customer records.

Add Invoices

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

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

Create Invoice Manually

Click Invoices in the left navigation panel.
In the top-right corner of the page click on the New Invoice button.
Submit all the required fields. Below is a description of each field.

Field Name	Description
Customer	Customer 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 assigns the Invoice Number Automatically.
Reference #	Reference Number that is displayed on the Invoice PDF.
Date	The date on the Invoice. Usually used for identifying invoice creation date.
Due Date	The due date for the Invoice.
Invoice Template	Templates define the look of invoices.
Currency	Invoice currency. The same currency is used for payment.
Amounts	Select whether the invoice is Tax Inclusive vs Tax Exclusive
Item Name	Item is a product/service that is included in the invoice. Learn more.
Item Description	Item Description displayed on the Invoice.
Item Qty	Quantity of the Item that is added to an Invoice.
Item Price	Item Price displayed on the Invoice.
Tax	Select whether the Item is taxable.
Add Discount	Add a coupon with a discount to an invoice. Learn more.
Select Tax Rate	Add a tax rate by selecting the Tax Rate. Learn more.
Notes visible to customer	Field to present any information on the Invoice that is sent to the customers.
Terms and Conditions	Field to present terms and conditions or other required information on each Invoice that is sent to the customers.

Learn more about invoice settings.

Updated 7 months ago