Adding a New Client

How to Add a Client

1. Click on “Clients” from the main menu.
2. Click on “Add New Client”.
3. Enter the Client details which include:
   • Client Type: You can choose between the client being either:
     • Individual: a client representing themselves, not a legal entity such as an institution or company. An individual client is identified by either a National ID or a Unified Tax Number; entering either one is sufficient.
     • Business: the client represents a company or institution, in which case you can enter additional data such as “Business Name,” “C.R / Unified Number,” and “VAT Number.” Entering either the VAT Number or the C.R / Unified Number is sufficient to complete e-invoicing; entering both is not required.
   • Client Details:
     • Full Name /Business Name (Mandatory): The client’s name as it appears on the client list.
     • First Name – Last Name (Specific to business clients): To add the name of the person representing the company or institution.
     • Gender (Specific to individual client): Choose between “Male” or “Female“.
     • Birth Date (Specific to individual client): The client’s birth date.
     • Phone – Mobile: Add the contact numbers for the client.
   • National Address Data (Saudi accounts only):
     • Building Number: Enter the building number of the customer’s address.
     • Street Name: Enter the name of the street where the building is located.
     • Secondary Number: Enter the secondary number associated with the customer’s address, such as a unit or office number.
     • District: Enter the name of the district where the customer’s address is located.
     • City: Enter the name of the city associated with the customer’s address.
     • Postal Code: A set of letters or numbers indicating a specific region within the country. You can find it by looking for your local postal code.
     • Country: The nationality of the client or the country where the client resides.
     • Credit Limit: The maximum debt that can be incurred by the client, or the value of unpaid purchases that cannot be followed by other purchases without settling the old ones.
     • Credit Period Limit: The grace period available for the client to settle his debts and pay his bills.
     • Commercial Register (Specific to business clients): The commercial registration number or unified number of the company in accordance with the requirements of ZATCA.
       • The Unified Number feature is exclusive to Saudi accounts only.
       • The number must contain at least 10 digits.
       • If the number starts with 700, the system automatically treats it as a Unified Number when sending the invoice to ZATCA.
       • If the number does not start with 700, the system automatically treats it as a Commercial Registration Number when sending the invoice to ZATCA.
       • A foreign (non-Saudi) individual client is fully exempt from the Commercial Registration requirement.
     • VAT Number: (Specific to business clients): The tax number for the company.
     • Map⁽¹⁾: Locate the client geographically on the map.
     • Add Secondary address (Shipping Address): When activated, fields for a second address specific to the client will appear for you to add an additional address. This second address represents the client’s shipping address.
       • Note: The “Secondary Address” can be shown as a shipping address within the client’s invoices. You can check the details in the guide [“Invoice/Estimate Layouts“].
     • Contacts List: Through this, you can add more contact information related to the client himself or other people representing him.

• • Account Details:
  • Code Number: This is a number that represents the client code and is automatically sequenced. It can be modified or the sequencing method can be changed through the [Auto Numbering Settings-]within the account.
  • Invoicing Method: Specify how to deal with the client and choose between “Print” for direct dealings, or “Send by Mail” for electronic (online) dealings.
    • Note: The “Email” field becomes mandatory when choosing “Send by Mail”.
  • Currency: The default currency for any financial transactions related to this client.
    
  • Email: The client’s email where they receive details of recent operations and procedures, also the email used to log into their portal page.
  • Category: Specifies the category to which the clients belong to facilitate filtering among clients in lists and reports.
  • Notes: An open box to add any client-specific notes that you want to keep in their profile and display again.
  • Price Group: You can select a special price list for this client from the price lists that you have created on the system. For more details, see the guide [“Defining a New Price List“].
  • Tags: Tags can be added at the bottom left of the page to provide keywords about the client; used for quick searches for clients with the same tag in the client list.
• Click on the “Save” button.

Note (1): This field can be shown or hidden through client-specific settings. For more details, see the guide Client Settings.

Note (2): Once saved, a sub-account for the client will be added to the Chart of Accounts as follows: Assets > Current Assets >  Accounts Receivable > Clients.