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Add a New Customer

This guide walks you through the steps to add a new customer in the Spothire dashboard. Follow these steps to ensure that all necessary information is correctly entered.

Steps to Add a New Customer​

  1. Navigate to the Customers Dashboard

    • Log in to the Spothire dashboard.
    • Go to Masters.
    • Under Masters, select Customers

  2. Open the Add Customer Form

    • Click on the + Add Customer button to open the customer details form.

1. Fill in Customer Details​

Customers

  • Customer's Name: Enter the full name of the customer (required field).
  • Customer Group: Select the appropriate group for the customer from the dropdown.
  • Custom Field (Related Customer ID): Selected a related customer ID/Name from the dropdown.
  • Phone Number: Enter the customer’s primary phone number.
  • Alternate Phone Number: Add an alternate phone number, if available.
  • Email Address: Enter the customer’s email address.
  • Alternate Email Address: Add an alternate email, if available.
  • Address: Enter the customer’s address.
  • Pin Code: Enter the pin code for the customer's location.
  • State: Select the state from the dropdown.

2. GSTIN Billing Details (Optional)​

Customers

Fill this section only if the customer has different GSTIN billing details.

  • Billing Name: Enter the name for billing purposes.
  • Billing Address: Enter the billing address.
  • State: Select the state for billing purposes.
  • Use Billing Name as Primary Name on Invoice?: Check this box if you want the billing name to appear on invoices.
  • Use Billing Name in Tally Export?: Check this box if you want the billing name to appear in Tally exports.

3. Fill in Additional Details​

Customers

  • Pan Number: Enter the customer’s PAN number.
  • Service Tax Number: Enter the service tax number.
  • GSTIN Number: Enter the GSTIN number.
  • GST Type: Select the GST type from the dropdown.
  • TDS Percentage: Enter the TDS percentage.
  • Reverse Charge Applicable: Check this box if reverse charge applies.
  • Invoice’s Default Due Date After (Enter Number of Days): Specify the number of days after which the invoice is due.
  • Surcharge Percentage: Enter the surcharge percentage.
  • Surcharge Applicable From: Select the date from when the surcharge is applicable.
  • Default Car Hire Charges Discount %: Enter the discount percentage on car hire charges.
  • Default Discount %: Enter a default discount percentage.
  • Select City for Fuel Surcharge: Choose the city for which the fuel surcharge applies.
  • Forced Fuel Type: Select the fuel type from the dropdown.
  • Branches: Select the applicable branch from the dropdown.
  • Default Tax Classification (Used in Invoice for Tally): Choose the tax classification for Tally invoices from the dropdown.
  • Default Feedback Form: Select the feedback form type from the dropdown.
  • Sales Commission Percentage %: Enter the sales commission percentage.

4. Booking/Duties Settings​

Customers

Use this section to set specific limitations and preferences for customer bookings and duties.

  • Cities: Select cities where bookings for this customer are allowed.
  • Vehicle Group: Restrict bookings to specific types of vehicles.
  • Labels: Apply relevant labels to bookings.
  • Duty Types: Limit the types of duties available for this customer.
  • Minimum Garage Start Time: Specify the minimum time (in minutes) for the garage to start.
  • Minimum Garage End Time: Specify the minimum time (in minutes) for the garage to close.
  • Applicable Supplier IDs: Limit bookings to specific suppliers.

Additional Booking Options​

Customers

Check the boxes to configure booking-related options for the customer:

  • Auto-create invoice when duty is completed: Automatically generate an invoice once a duty ends.
  • Deny Booked by, Passenger and Additional contact info to be added to Master while adding a booking: Remove the ability to add booked by, passenger and additional contact info to be added to master, while booking.
  • Enable addition of temporary passenger while creating booking: Allow adding temporary passengers.
  • Do not send SMS, WhatsApp, and Email to passengers of this customer: Disable notifications for passengers.
  • Do not send SMS, WhatsApp, and Email to this customer & its additional contacts: Disable notifications for the customer and their contacts.
  • Do not send SMS, WhatsApp, and Email to booked bys of this customer: Disable notifications for users who booked on behalf of the customer.
  • Auto-accept incoming booking request: Automatically accept new booking requests for this customer.
  • Send invoice to network associate on creation?: Send the invoice to associated network members when created.

5. Taxes and Allowances​

Customers

  • Applicable Taxes: Click + Add Taxes to select taxes from the dropdown.
  • Applicable Interstate Taxes: Click + Add Taxes to select interstate taxes from the dropdown.
  • Driver's Allowance: Click + Add Driver Allowance to define allowances for drivers.

6. Steps to Add Files​

Customers

  1. Click the + Add File Button

  2. Select a File

    • Click on the box that says 'Drop your avatar here, or browse'. This will open up a box allowing you to browse and select a supported file from your computer's local storage.

7. Invoice Terms & Conditions​

Customers

  • Use the text editor to add custom terms and conditions that will appear on invoices for this customer.

8. Additional Details​

Customers

  • Notes: Enter any additional notes about the customer.
  • Customer Code: Add a unique identifier code for this customer, which can be used for integration with other systems.

Additional Options​

  • Always hide 'Original for recipient' on invoice: Check this box if you want the original recipient label hidden on invoices.
  • Active: Check this box to mark the customer as active.

9. Save the Customer​

  • After entering all details, click on the Save button to finalize the customer entry.

This completes the process of adding a new customer. Make sure all mandatory fields are filled and correct before saving the information.