Manage your Customers
1. Creating Customers
When creating a customer profile, select the appropriate customer type to unlock the right features:
- Own shops: Choose the type Company.
Tip: Add them to a dedicated "Own Shops" customer group to easily control internal sales and sales prices. - B2B customers: Choose the type Company.
Assigning them to specific customer groups allows you to automate custom pricing, gather group-level insights, and generate tailored sales reports. - Private customers: Choose the type Private as the type for individual, non-business consumers.
Bulk Importing Customers |
If you are migrating a large list of clients, you don't have to input them manually. Reach out to your MyFoodOffice contact to get our import template. Simply fill out the spreadsheet with your customer details, price groups, and addresses, and our team will handle the bulk import for you. |
2. General info
Under Details, you will mainly define:
- Customer group: Used for targeting the customers with Price rules, Reports, Business Insights and more. (Eg. Own shops, London Cafés)
- VAT nr.: Crucial for legal compliance. This will automatically populate on packing notes and sync with your accounting software.
- General Contact information: Mainly used for internal purposes. Tip: These fields are searchable.
Under Commercial terms, you will define:
- Price group: Defines the base pricing for the customer.
- Sales catalogue(s): Controls product visibility, defining exactly which articles this customer is allowed to view and order.
- Ordering rule (B2B Pro): Override your general ordering deadlines. This is perfect for setting unique deadlines for internal shops or restricted delivery days.
3. Invoicing and Delivery settings
The data in this section directly drives your automated operations. Generating Packing notes, building optimal driver routes, and generating data to your accounting system.
Here is a overview of some of the settings:
Setting | Description | Examples |
|---|---|---|
Legal name | The official, registered business name used for tax and audit purposes. | Acme Retail Ltd. |
Enable invoicing | Simply choose if this customer's orders should have the ability to be invoiced through the system or not. (Invoicing is enabled by default.) | Yes or No |
Invoice email | The dedicated billing inbox where all invoices and financial statements are sent. | |
Invoice interval | Helps you control how frequently orders are consolidated and billed to the client. | Weekly, Bi-weekly, Monthly |
Billing adress | The registered financial address sent directly to your integrated accounting system. | Headquarters / Finance Dept. |
Delivery adress | The physical location where goods are dropped off. This populates your packing notes and driver logistics lists. | Store Location, Warehouse Dock 4 |
Accounting Integration |
To streamline your invoicing, contact MyFoodOffice to set up an Accounting Integration. This feature completely synchronizes customers and sales articles between platforms. Once active, orders fulfilled in MyFoodOffice can be sent to your accounting system, fully formatted and ready to be invoiced with zero manual data entry. |
4. Customer Contacts and Web Sales Portal
If you are utilizing MyFoodOffice B2B, you have access to a digital Ordering Portal designed specifically for business clients and internal shops.
- Invite Users: Add individual contacts under a customer account and invite them via email to log into your digital portal.
- Self-Service Ordering: Once invited, clients can log in securely to place orders based on their unique sales catalogues and prices.
- Automated Confirmations: Customize communication preferences by choosing if, and when, specific contacts should receive automated order copies and receipts via email.
Further reading: Invite Customers to your Ordering portal