Your customers are your business. Knowing who they are, what they buy and what they owe helps you serve them better and get paid on time. We built customer profiles into Xduka POS to bring this information together.
What a customer profile contains
When you add a customer in Xduka POS, you can record:
- First name and last name.
- Company, for business customers.
- Tax ID.
- Email and phone (for example +254 7XX XXX XXX).
- Billing address.
- Payment terms (days), used for invoice due dates. Zero means due on receipt.
As we note on the Customers page, phone and email improve digital receipts, follow-up and the quality of customer spend history. The more complete a profile, the more useful it becomes.
Purchase history and receipts
Every sale attached to a customer builds their history. The customer list shows each customer with their total purchases and last visit date, and receipt history links every sale to the customer, with full digital receipts accessible via PIN or QR.
That helps you:
- Recognise your best customers.
- Notice when a regular has stopped visiting.
- Answer questions like "what did I buy last time?"
Customer PIN
Customer profiles include a 4-digit customer PIN, which authorised staff can change with Update Customer PIN.
Payment terms that flow into invoices
For business customers who pay on account, set their payment terms once and they are used for invoice due dates. A school that pays within 30 days, or a contractor on 14-day terms, gets the right due date automatically on every invoice.
Customers across the system
Customer profiles connect to:
- The register: search customers by name, phone or email at checkout, or create one on the spot for a Lipa Polepole plan.
- Invoices and quotes: choose the customer, and their terms apply.
- Lipa Polepole: layaways are tied to a customer, with balance tracking and reminders.
- Messaging: digital receipts, invoice links and layaway reminders by SMS or email.
Importing customers
Moving from a notebook or another system? Use Customer Import to add customers in bulk from a CSV file, instead of typing them one by one.
Exporting customers
Customers are one of the datasets you can export from Settings → Data, giving you a copy of your customer records whenever you need it.
Who can manage customers
- Owners and managers can create, edit and delete customers.
- Cashiers can create and edit customers, which is useful at checkout.
- Viewers can see customer records without changing them.
Respecting customer privacy
Customer data is valuable and sensitive. Good practice includes:
- Ask before you save a phone number or email.
- Only collect what you need.
- Limit access through staff roles.
- Use contact details for helpful messages, such as receipts and reminders, rather than unwanted marketing.
As our pricing FAQ sets out, we store data securely and never share it with third parties.
Practical uses
- A pharmacy keeps a clear record of what regular customers have purchased.
- A hardware store sets 30-day terms for trusted contractors.
- A boutique offers Lipa Polepole to regulars and sends reminders.
- A minimart sends digital receipts to customers who prefer them.
These are only examples of how different shops might use customer profiles.
Quick checklist
- Search by phone before creating a new customer.
- Capture phone and email, with permission, for digital receipts.
- Add company and tax ID for business customers.
- Set payment terms for customers who pay on account.
- Import existing customer lists by CSV.
- Review top customers and those who have stopped visiting each month.
Keeping profiles clean
Duplicate profiles split a customer's history in two. Before creating a new customer, search by phone number first. Use full, consistent names, and update phone numbers when customers change them.
Frequently asked questions
Can I add a customer during a sale?
Yes. Search for an existing customer at the register, or capture a walk-in's details. For Lipa Polepole, you can create the customer on the spot.
What do payment terms do?
They set how many days a customer has to pay, and are used for invoice due dates. Zero means due on receipt.
Can I bring in customers from a spreadsheet?
Yes, with Customer Import using a CSV file.
The foundation for service and collections
Customer profiles in Xduka POS bring contact details, business information, payment terms, purchase history and receipts together, and connect them to the register, invoices, layaways and messaging. It is the foundation for better service and better collections.
See customer management on the Showcase, or start at www.xduka.com.
