FixedFixed: an invoice would not take payment again after a payment was deleted

Managing Your Customer Database

8 min read

Published April 11, 2026

Updated July 2, 2026

Customer Management Overview

The Customers page in Fixmo gives you a complete view of every customer in your repair shop. Each customer card shows their name, phone number, email, repair count, sales count, and total amount spent. Click any card to view the customer's full history and contact details. Admins, Managers, and Cashiers can access the Customers page.

How to Add a New Customer

Adding a customer takes just a few seconds. Fixmo checks for duplicates in real time so you do not accidentally create the same customer twice.

  1. Go to the Customers page from the sidebar.
  2. Click the 'Add Customer' button in the top right corner.
  3. Choose a customer type: Individual (the default) or Company.
  4. Enter the customer's name (required).
  5. Enter the phone number using the phone input with country code selector (required). The country code defaults to your shop's country. When a country code is active, a leading 0 you type (such as the 0 in 077…) is dropped automatically, so the number is stored in correct international format.
  6. Enter the email address (optional). Fixmo checks for duplicates as you type.
  7. For Company customers, optionally fill Company Name, Contact Person, and Tax ID, these appear on invoices and quotations.
  8. Enter the address and notes (optional).
  9. Click 'Add Customer' to save.

Note

Fixmo automatically detects duplicate phone numbers and email addresses as you type. If a match is found, a warning message appears showing the name of the existing customer. The save button is disabled until the duplicate is resolved.

How Duplicate Detection Works

Fixmo prevents duplicate customer records by checking phone numbers and email addresses in real time. Duplicates are enforced per shop, the same phone or email can exist in a different shop, but not twice in yours.

  • Phone duplicate detection: as you type a phone number, Fixmo checks it against all existing customers in your shop. If a match is found, a warning appears with the existing customer's name.
  • Email duplicate detection: when you enter an email address, Fixmo checks it against existing customer emails using case-insensitive matching, '[email protected]' and '[email protected]' are treated as the same address.
  • The save or submit button is disabled whenever a duplicate is detected, preventing accidental duplicate entries.
  • When editing an existing customer, duplicate checks exclude the customer being edited so their own phone and email do not trigger false warnings.
  • Duplicate detection uses a short delay while you type so it does not slow down your input.
  • Uniqueness is per shop, the same customer phone can exist in a completely separate shop without conflict.

Understanding Customer Cards

The Customers page displays all customers as cards in a responsive grid. Each card gives you a quick summary of the customer's activity and spending.

  • Avatar with initials, generated from the customer's name
  • Customer name, phone number, and email address
  • Repairs count, total number of repair jobs for this customer
  • Sales count, total number of sales transactions for this customer
  • Total Spent, combined amount from all repairs and sales

Note

Contact details can be hidden from some of your staff. Everyone sees them by default, but the shop owner can turn off 'See full contact details' for a role or a person in Settings, Roles and Permissions, and phone and email then show as blank while the customer's name and history stay visible.

Searching for Customers

The search bar at the top of the Customers page lets you quickly find any customer by name, phone number, or email address. Results update automatically as the page reloads with matching customers.

Viewing Customer Details

The customer detail page shows everything about a single customer, their contact information, repair history, sales history, and total spending.

  1. Click any customer card on the Customers page to open their detail page.
  2. The header shows the customer's name, how long they have been a customer, and Edit and Delete buttons.
  3. The main area has two tabs: Repairs and Sales. Click a tab to switch between them.
  4. The Repairs tab lists every repair for this customer with the item name, status badge, problem description, price, and date. Click any repair to view its full detail.
  5. The Sales tab lists every sale with the item names, status badge, sale code, total, and date. Click any sale to view its full detail.
  6. The right sidebar shows the customer's avatar, phone, email, address, a WhatsApp quick-contact button (opens a direct WhatsApp chat, no API required), repair count, sales count, and total spent.

How to Edit a Customer

You can update any customer's information from their detail page. Duplicate detection also works when editing, but it excludes the current customer's own phone and email.

  1. Open the customer's detail page by clicking their card.
  2. Click the 'Edit' button in the top right corner.
  3. Update the name, phone, email, address, or notes as needed.
  4. Click 'Save Changes' to apply your updates.

Deleting a Customer

Customers can only be deleted by Admins, and only when the customer has no existing repair records. This protects your repair history from accidental data loss.

  1. Open the customer's detail page.
  2. Click the delete button (trash icon) next to the Edit button.
  3. If the customer has no repairs, a confirmation dialog appears. Click 'Confirm' to permanently delete the customer.
  4. If the customer has existing repairs, the dialog explains that the customer cannot be deleted until their repairs are removed or reassigned.

Warning

Deleting a customer is permanent and cannot be undone. Make sure you no longer need this customer's record before deleting.

Quick Contact via WhatsApp

Each customer detail page includes a WhatsApp quick-contact button. Clicking it opens a WhatsApp chat window in a new browser tab using the customer's phone number. This is a direct wa.me link, it requires no API configuration and works on any device where WhatsApp is installed.

  1. Open the customer's detail page.
  2. In the right sidebar, click the green 'WhatsApp' button.
  3. A new tab opens with a WhatsApp chat ready for the customer's phone number.

Note

This button opens a manual WhatsApp chat, it is separate from automated WhatsApp notifications. Automated status update notifications via WhatsApp are coming in a future version of Fixmo.

Customers in Repairs and Sales

Customers are linked to repairs and sales throughout Fixmo. When creating a repair, you search for an existing customer or create a new one inline. The same applies to the point-of-sale screen where you can search, select, or add a customer directly.

  • Repair form: search by first name to find existing customers. Select a match or enter details manually to create a new customer.
  • Point-of-sale: search for a customer or click 'New' to add one inline with first name, last name, phone, WhatsApp toggle, and email.
  • Duplicate phone and email detection works in both the repair form and point-of-sale customer creation.
  • Selecting an existing customer links the repair or sale to their profile, so it appears in their history on the customer detail page.

Who Can Access Customer Data

Customer management is restricted to specific roles to protect sensitive contact information.

  • Admin, full access: add, edit, delete, and view all customers across all branches
  • Manager, full access to add, edit, and view customers for their branch
  • Cashier, can view all customers, add new customers from the Customers page and during sales
  • Technician, no access to the Customers page

Frequently asked questions

Go to the Customers page and click 'Add Customer'. Enter the customer's name and phone number (required), plus optional email, address, and notes. Fixmo checks for duplicate phone numbers and email addresses in real time to prevent creating the same customer twice.

Fixmo checks phone numbers and email addresses in real time as you type. If a phone number or email already belongs to an existing customer, a warning appears below the field showing the name of the matching customer. The save button is disabled until the duplicate is resolved.

Yes. Click any customer card on the Customers page to open their detail page. The detail page has two tabs, Repairs and Sales, showing the full history for that customer. Each entry shows the item name or sale items, status, price, and date. Click any entry to open the full repair or sale detail.

Use the search bar at the top of the Customers page. You can search by customer name, phone number, or email address. Results update as you type. If the shop owner has turned off 'See contact details' for your role, phone numbers and email addresses appear blank — everywhere they would otherwise show, including the customer list and page, the repair and sales lists, the dashboard, and the top-customers figures on Finance.

Admins, Managers, and Cashiers can view and add customers. Admins and Managers can also edit customer details. Only Admins can delete customers. Technicians do not have access to the Customers page. This is the default; the shop owner can change it in Settings, Roles and Permissions.

Only Admins can delete customers, and only if the customer has no existing repairs. If the customer has repair records, you must remove or reassign those repairs before the customer can be deleted.

Open the customer's detail page. The right sidebar shows quick-contact buttons. Click the WhatsApp button to open a WhatsApp chat with the customer's phone number in a new tab (this is a direct link to WhatsApp, no API setup required). Click the phone number to call via your device.