Skip to main content

Editing and Deleting Customers

Learn how to edit customer information and delete customer records when needed.

✏️ Editing Customers​

Accessing Customer Edit​

  1. Go to Customers page
  2. Find the customer in the list
  3. Click the Edit button (pencil icon) or three-dots menu
  4. Select Edit Customer
  5. The customer form opens with existing data

Customers List

Editable Fields​

You can edit all customer information:

Basic Information:

  • Customer Name
  • Email Address
  • Phone Number
  • Company Name (if business)

Address:

  • Billing Address
  • Shipping Address (if different)
  • City, State, Postal Code
  • Country

Business Details:

  • GSTIN (GST Number)
  • Contact Person
  • Customer Type (Individual/Business)

What You Can Always Edit: ✅ Contact information (name, email, phone) ✅ Address details

What May Be Restricted: ⚠️ GSTIN after invoices are created (affects tax calculations) ⚠️ Customer type after transactions exist

Saving Changes​

After editing:

  1. Review all changes carefully
  2. Click Save or Update Customer
  3. Customer information is updated across all records
  4. Existing invoices retain original customer data (for audit purposes)
  5. New invoices will use updated information

🗑️ Deleting Customers​

When You Can Delete​

Customers can be deleted under specific conditions:

✅ Can Delete:

  • Customers with no invoices
  • Customers with only draft invoices
  • Test/duplicate customer records
  • Customers created by mistake

❌ Cannot Delete:

  • Customers with finalized invoices
  • Customers with paid invoices
  • Customers with any transaction history
  • Customers referenced in reports

Delete Process​

For customers with no invoices:

  1. Go to Customers page
  2. Find the customer to delete
  3. Click Actions menu (⋮)
  4. Select Delete
  5. Confirm deletion in popup
  6. Customer is permanently removed

Customers List

What Gets Deleted​

When you delete a customer:

Deleted:

  • Customer contact information
  • Address details
  • Notes and tags
  • Draft invoices (if any)

NOT Deleted:

  • Finalized invoices (customer info preserved on invoice)
  • Payment records
  • Transaction history (if customer has transactions, deletion blocked)

Cascade Effects​

If customer has draft invoices:

Option 1: Delete Customer + Drafts

  • System asks if you want to delete draft invoices too
  • Select Yes to remove customer and all drafts
  • Select No to cancel deletion

Customer with Invoices​

Cannot Delete - What To Do​

If customer has invoices and you try to delete:

Error Message:

Cannot delete customer with existing invoices.

Best Practices​

Before Editing​

  1. Verify customer - Ensure you're editing the right record
  2. Check invoices - See what invoices exist
  3. Note changes - Document significant changes
  4. Communicate - Inform customer of updated details

Before Deleting​

  1. Verify no invoices - Check customer has no transactions
  2. Export data - Save customer info if needed
  3. Check duplicates - Ensure not deleting active customer
  4. Use inactive instead - Safer than deletion

Troubleshooting​

Cannot Edit Customer​

Problem: Edit button is grayed out.

Solutions:

  1. Check you have edit permissions
  2. Verify customer is not locked by another user
  3. Refresh the page
  4. Contact administrator

Changes Not Saving​

Problem: Customer edits not saving.

Solutions:

  1. Check for validation errors (red highlights)
  2. Ensure required fields filled
  3. Verify email format is correct
  4. Check GSTIN format if applicable

Cannot Delete Customer​

Problem: Delete option not available or fails.

Reasons:

  • Customer has invoices (finalized or paid)
  • Customer has payment records
  • Customer is referenced in reports
  • Insufficient permissions

Solution: Mark customer as Inactive instead of deleting.

Next Steps​

Important: Always use "Inactive" status instead of deletion for customers with transaction history. This maintains data integrity and compliance with accounting standards.