Managing customer records accurately is important for invoicing, communication, and reporting. This guide shows you how to fix duplicate customers without loosing attached data in Workshop Software so your customer information stays up to date.
If a duplicate customer is created and have transactional data attached to both profiles for the same customer. Data from one profile is required to be moved over from one profile to the other. More practical way is to keep the profile with more data on it and delete the one with less data. Before attempting to delete the unwanted duplicate profile for the customer, follow the steps below: 1. Locate the customer profile with the least amount of invoices and change it’s name to have “DO NOT USE” at the end. 2. For the Invoices attached to the “DO NOT USE” customer profile, copy each invoice, save it, change the customer to the one you wish to keep and save it again. 3. For the Payments, note down the details and then apply a new payment to the newly created invoice. After this, go back and void the old payment attached to the “DO NOT USE” customer. 4. Once all the invoices and payments associated with “DO NOT USE” customer are attached to the correct customer profile, you can void the original ones attached to the “DO NOT USE” customer. Once the “DO NOT USE” customer doesn’t have any invoices or payments attached to it, you can safely proceed with deleting it.Good to Know
- Make sure you click Save after making your changes. If you navigate away before saving, your changes will be lost.
- Keeping customer records up to date ensures accurate invoicing and reliable communication via SMS or email.
Frequently Asked Questions
Will this change affect existing invoices for this customer?
Changes to customer details (such as name, address, or contact information) apply to future invoices. Existing completed invoices retain the details that were on the invoice at the time it was created.
Do I need a specific subscription level for this feature?
Some features in Workshop Software are available on specific subscription plans. If you do not see the option described in the steps above, check your current plan or contact the Workshop Software team to find out if an upgrade is required.