Customer groups and billing addresses in Leadnote

A customer group is a label you put on a lead, such as "Retail" or "Distributor". Addresses are the Bill To, Ship To and other addresses you save for each customer, and quotes, sales orders and invoices pick them up automatically.

Customer groups

The customer groups page is titled Lead Category or Segment. Each lead can carry one customer group. You can then filter leads by group and see group breakdowns in lists.

To add a group:

1. Open Customer Groups from the Settings hub.
2. Click Add New Customer Group, type a name and save.
3. Use the edit icon to rename a group, or the delete icon to remove it.

Only the Account Owner and Managers can add, rename or delete groups, and names must be unique. When you rename a group, Leadnote updates the leads that carry the old name. The mobile app can add, rename and delete customer groups as well, for the same roles.

Saved addresses

Open a lead and choose Manage Addresses in its actions menu, or choose Manage address on the address tab of a quote, sales order or invoice. Both open the Manage Address Data page. It lists every saved address with the customer, type, address, city, state, country, ZIP, contact, tax number and when it was last used. You can only see addresses of leads you are allowed to see.

Search and filter

Use the type chips (Bill To, Ship To, Reg Office, Others) to narrow the list. The search box can look in all fields or in one field: customer, address, city, state, country, ZIP, contact or tax number. Click Clear All Filters to start again.

Add an address

1. Click Add Address.
2. Search for the Customer. This is required, and it must be a lead you can see.
3. Choose the Address Type: Bill To, Ship To, Reg Office or Others.
4. Fill in Address Line 1, Address Line 2, City, State/Province, ZIP/Postal Code and Country. You need at least an address line or a city.
5. Optionally add Contact Person, Phone Number, Email and Tax Number (GST/VAT/TIN).
6. Tick Set as default address for this type if needed, then click Save Address.

The first address you save for a customer and type becomes the default automatically. A customer has at most one default address per type. Setting another one as default replaces the old default.

Use View Details, Edit and Delete from the row menu. Delete removes the saved address only. Documents that already used it keep their copy.

How addresses reach your documents

When you create a quote, sales order or invoice for a customer, Leadnote fills the document like this:

• Bill To: the customer's default Bill To address. If none is saved, the address stored on the lead.
• Ship To: the customer's default Ship To address, if any.

On the document you can change either address. On an invoice, use the Billing tab for Bill To and the Shipping tab for Ship To. On a quote, both are on the Shipping & billing tab. Use Choose address to pick another saved address, or Manage address to add one. The Same as ship to and Same as bill to shortcuts copy one address to the other.

A document keeps its own copy of the address. Editing the saved address later does not rewrite documents you have already created.

Customer tax numbers

The Tax Number (GST/VAT/TIN) on an address is printed under the address block on the document as "Tax No". Use it for the buyer's GSTIN when you issue GST invoices. Leadnote stores the number as you type it and does not check its format on the address. Your own tax number is set elsewhere. See GST and tax settings.

Who can do what

Creating and editing addresses needs create and edit access to Sales Tools, which L1 Users have by default. Deleting an address needs delete access, which is limited to the Account Owner and Managers by default. L2 Users can view only. The Account Owner can change this in the permission matrix.