Add and edit customers

Add a customer

1. In the sidebar, select CRM.
2. Select + New Customer.
3. Fill in the form and select Save.

The form has four parts.

Company information

Field	Notes
Logo	Optional picture shown on the customer record.
Company Name	Required, unless the customer is in Lead mode.
Local Name	An optional second name, for example the name in another language.
Broker Account	Tick this for companies that act as an intermediary between shippers and carriers. It doesn't change which fields are required.
Lead	Tick this when the customer is an individual rather than a company. First and last name then become required, while the company name and address become optional.
Company Phone	Main phone number, with an optional extension.
Pipeline	Lead, Prospect or Customer. See Pipeline stages.
Sales Rep	The member of your team responsible for this customer.
How did you hear about us?	Free text for your own records.
Invoice Payment Terms	Due on Receipt, or due in 15, 30, 60 or 90 days. When you create an invoice for this customer, the due date is suggested from these terms.
Company email address	At least one address, each with one or more email types — see below.

Company addresses

The Headquarters Address becomes the customer's main address. Use Add Address to save more locations at the same time — for example warehouses or stores you pick up from or deliver to. You can add and change locations later on the customer's Locations tab.

If you have a link to the place in a map app, you can paste it (or enter latitude and longitude) and let RushHour fill in the address fields for you.

Team members

Use Add Member to add the people you deal with at this customer. They are saved as the customer's contacts, and the first one becomes the primary contact. See Locations and contacts.

Avoiding duplicates

RushHour checks that the company name, company phone and email addresses aren't already used by another customer. If you enter the name of a customer that was deleted earlier, you're asked whether you'd like to restore that customer instead of creating a new one.

Email addresses and their purposes

Each customer email address can carry one or more email types that say what the address is for, so your team knows which mailbox to use.

Email type	Typical use
Email	A general address.
Accounting, Billing, Invoice	Where invoices and billing questions should go.
Bill Of Lading	Where shipping paperwork should go.
Contact, Marketing	General contact and marketing addresses.
Appointment	The address that receives delivery appointment requests. If no address has this type, the customer's first email is used.
Cardknox, Accept Payment	The address that receives requests to pay for a shipment by card.

Appointment, Cardknox and Accept Payment can each be given to only one address per customer. Once one address holds such a type, it is greyed out for the others.

When you email an invoice or a bill of lading to an address the customer doesn't have yet, RushHour offers to save it to the customer's profile for next time.

Edit a customer

1. Open the customer from the list.
2. On the Company information tab, select Edit.
3. Make your changes and select Save, or Cancel to discard them.

The customer's Source is shown on this tab but can't be changed. The star rating and the Broker Account check box at the top of the record save as soon as you change them.

Delete and restore customers

• To delete one customer, use the delete icon on its row in the list. To delete several, select them and use the delete button above the list.
• Deleted customers disappear from the list. Turn on the Deleted switch to see them, then use Restore on a row — or open the customer and select Restore at the top of the record.

Deleting and restoring requires the Delete Customers permission.

Merge duplicate customers

If the same customer was entered more than once, an Admin can merge the copies into one record.

1. In the customer list, select the duplicate customers. The Merge Customers button appears when the selected customers share the same company name, main address, email or phone.
2. Select Merge Customers and choose the Parent Customer — the record you want to keep.
3. Choose the customers whose data should be moved into the parent, and confirm.

The data of the merged customers — including their orders, invoices, payments, locations, contacts and messages — is moved to the parent customer and the merged customers are removed. A merge can't be undone.

When a merge isn't possible

RushHour refuses the merge, and shows the reason, when any customer you're merging into the parent:

• still has an open balance;
• has an invoice that couldn't be created in QuickBooks;
• has a payment that failed to sync to QuickBooks or is still waiting to be synced;
• has none of the same company name, main address, email or phone as the parent customer.

Settle the open balance or resolve the QuickBooks sync first, then try the merge again.

Remove duplicate contacts and locations

Admins can clean up repeated contacts or locations from the gear menu above the list: Delete Contact duplicates and Delete Location duplicates. Each clean-up runs over the whole company at once, not just the customer you're looking at, and Delete Contact duplicates also covers the contacts of your carriers. The removed entries can't be restored, so review your contacts and locations before you run them.

Delete Contact duplicates compares the contacts within each customer or carrier:

• When contacts have the same name, email, phone and cell number, one is kept and the others are removed.
• A contact that has the same name and details as another contact, except that its email, phone or cell number is missing, is removed.
• Contacts with no name that have the same email, phone and cell number as another contact are treated as copies of it.
• A contact with no email, phone or cell number at all is removed when another contact with the same name has contact details. If it has no name either, it is removed as soon as the customer or carrier has any other contact with contact details.

Orders that used a removed contact are moved to the contact that's kept.

Delete Location duplicates compares each customer's additional locations (the main address isn't touched):

• Locations with the same street address, city, state and zip code are removed when they have no phone number — so if none of the copies has a phone number, all of them are removed.
• If three or more of the copies have a phone number, only one of those is kept.
• Locations that have neither a street address nor a city are removed.

Import and export customers

Open Export/Import CSV above the customer list.

• Import — drag in a CSV or Excel file, or use Download Sample File to get a file in the expected layout first. Requires the Export/Import permission.
• Export — choose which fields to include and download an Excel file. If you selected customers in the list first, only those customers are exported; otherwise all customers are. Export is available to Admins who also have the Export/Import permission.