User Guide › Contract Hub › Customer

1. Overview

The Customer module is where the Admin or authorised user creates and manages customer records. Each customer captures identity, financial, review, compliance, and billing information. Customers are a key part of the Sell-side contract flow — once a customer is created, contracts can be raised against it.

In edit mode, two additional tabs become available: Contracts (listing all contracts linked to this customer) and Invoice Profile (used during contract creation to manage NDA signing and billing identity).

Prerequisites

• Platform Config must be completed (Organisation, User Management, Notification, Connectors).
• Regions must exist in Organisation → Catalogs (Type = Region).
• Departments must be created in the Department module.
• Commodities, Locations, and Users to Bill must be configured in Cost Center (required for the Billing tab).
• Notification templates must be configured in the Notification module (required for Review and Compliance tabs).
• Data Connectors must be configured in the Connectors module (required for Billing usage data).
• eSignature setup and NDA Template upload must be complete in Organisation → Settings and Templates (required for the Invoice Profile NDA signing flow).

2. Opening the Customer List

1. In the left navigation, under Contract Hub, click Customer.
2. The Customer List page shows all customer records. Each row displays key details including Name, Reference, Region, Risk Rating, and Start Date.
3. Use Show entries, the filters and Search to locate a customer.

Customer Listing

Customer Filter Option

3. Adding a Customer

The Add Customer form has a top section for core details and a lower panel with tabs for Financial, Review, Compliance, and Billing information.

Add Customer

3.1 Core Details

1. Click Add New on the Customer List page.
2. Organisation is pre-selected based on your login.
3. Select a Region (required) — sourced from Organisation → Catalogs (Type = Region).
4. Select one or more Departments (required) — sourced from the Department module.
5. Enter the customer's Name (required).
6. Optionally enter a Contact Number.
7. Enter a Reference (required) — a unique short code to identify this customer.
8. Optionally enter an Address.
9. Enter the Customer Email (required).
10. Select a Start Date (required).
11. Select a Customer Risk Rating (required) — Low, Medium, or High.

3.2 Financial Tab

Captures the customer's financial year end and credit check details.

1. Select the Financial Year End Date — Month and Day.
2. Tick Existing Relationship if this is not a new customer.
3. Under Credit Check, enter the Credit Check Company name.
4. Enter the Total Spend amount.
5. Click Save.

3.3 Review Tab

Configure periodic reviews for this customer. The system automatically schedules review dates based on the start date and frequency, and sends email notifications to the reviewer.

Customer Review Tab

1. Select a Review Start Date.
2. Enter the Reviewer Email — the person who will receive the review notifications.
3. Select a Review Frequency — 1 Month through to 12 Months. The system calculates the next review dates from the start date at this interval.
4. Select a Notification Message — sourced from the Notification module. This is the email template sent to the reviewer.
5. Optionally tick Automatic Report — when enabled, the system generates a customer performance report and attaches it to the review notification email. The reviewer receives both the notification and the report in a single email.
6. Click Save.

3.4 Compliance Tab

Track compliance documents related to this customer (for example, certifications, insurance, regulatory approvals). Multiple documents can be added.

Customer Compliance Tab

1. Click + Add Document to add a compliance document row.
2. Enter the Certificate name.
3. Select the Expiry Date.
4. Enter the Reviewer Email — the person who will be notified before expiry.
5. Select a Notification Message — the email template used for the expiry notification.
6. Repeat for additional documents as needed.
7. To remove a document, click the red Remove button on its row.
8. Click Save.

3.5 Billing Tab

Configure billing details for the customer. Items, locations, departments and users are sourced from the Cost Center and Department modules. Usage data is fetched from a Data Connector on a schedule and is further used in the Cost Tracker to generate costs.

Customer Billing Tab

Commodities (left panel):

1. Select one or more items from the left panel. These are Commodities sourced from Cost Center → Commodity.
2. Click Add to move them to the billing table on the right.
3. For each commodity in the table, enter the Minimum Cost and Cost Per Unit.
4. Select a Location — sourced from Cost Center → Location.
5. Select a Department — sourced from the Department module.
6. Select a User To Bill — sourced from Cost Center → User to Bill.
7. To remove a commodity, select it and click Remove.

Billing Configuration:

1. Select a Subscription Type.
2. Enter the No. Of User(s).
3. Select a Data Connector — a Data Connector configured in Platform Config → Connectors. This defines which external database and table to read usage data from. The connector must be created and tested in the Connectors module before it appears here.
4. Click the Schedule button to configure the data fetch schedule — this determines how often the system pulls usage data from the connected database. The Schedule popup lets you choose interval-based (every X minutes/hours) or time-based (daily, weekly, monthly, yearly) scheduling. See the Schedule Configuration section for full details.
5. Select a Billing Period and Billing Date.
6. Click Save.

4. Editing a Customer

Click a customer name from the Customer List to open the Edit Customer screen. All core details and tab data can be updated. In edit mode, two additional tabs become available:

4.1 Contracts Tab (Edit Mode Only)

Lists all contracts that have been created for this customer. This is a read-only view from the customer's perspective.

Customer contract tab Only available in edit mode, It shows contract list for this customer

The table shows:

4.2 Invoice Profile Tab (Edit Mode Only)

Manages the invoice profiles for this customer. Invoice profiles are used during contract creation — when you select a customer while creating a contract, the relevant invoice profiles are listed for selection. Multiple contracts can share the same customer but use different invoice profiles.

Customer Invoice profile tab, only available in edit mode

The table shows each profile's Name, Email, Client NDA (downloadable document), and Status.

4.3 Adding an Invoice Profile

Add Invoice Profile

1. On the Invoice Profile tab, click Add New.
2. Enter the invoice profile Name (required).
3. Enter the Email (required).
4. Under Client NDA, optionally click Choose file to attach an NDA document.
5. Click Save.

5. Deleting a Customer

1. On the Customer List page, tick the checkbox next to one or more customers.
2. A Delete button appears.
3. Click Delete and confirm.

6. Bulk Import

Contract intELIEgence allows you to import multiple customers at once using a pre-formatted Excel template. This is useful when migrating data from another system or when you need to create many customer records in a single operation.

6.1 How to Import

1. On the Customer List page, click the grid icon in the top-right corner to reveal a dropdown menu with + Add and Import options.
2. Click Import to open the Import dialog.
3. Select an Organisation from the dropdown.
4. Click Import Template to download the pre-formatted Excel template for customers.
5. Fill in the Excel template with the customer data you wish to import (see the template columns below).
6. Click Choose File to select the completed Excel file.
7. Click Submit to import the records.

6.2 Import Template Columns

7. Tips

• A customer account is automatically created on save — the customer can log in using their email and view only their own contracts and dashboard. Ensure the Customer Email is correct before saving.
• Set up Cost Center (Commodities, Locations, Users to Bill) and Departments before adding customers that need billing configuration.
• Configure Review frequency and Notification Message to automate periodic customer reviews.
• Add Invoice Profiles with an attached NDA file to skip the signing flow and move contracts to Live immediately.
• Use the Contracts tab in edit mode to quickly navigate to any contract linked to this customer.
• Track compliance document expiry dates — the system sends notifications to the reviewer before each document expires.

8. Troubleshooting