Managing Customers¶

Create and manage the companies and contacts that place orders in UTX Freight.

Overview¶

Every order in UTX Freight is placed on behalf of a contact person from a customer company. Before you can create orders, you need at least one customer with one contact.

Companies are the billing entities — each has an address, default rate, and statement settings.
Contacts (People) belong to a company — they receive notifications and can log in to place orders.
Default tags can be set per customer to automatically organize new orders.
Fuel surcharge exemptions can be configured per customer.
Automatic statements can be scheduled per customer.

Quick Start¶

Go to Customers from the left menu.
Click Add a new customer at the top right.
Enter the company name (the only required field).
Click Save Changes.
Back on the list, find the company and click Add Person to create a contact.

Tip

The contact will automatically receive an invitation email. If you don't want that yet, use a placeholder email like name+1@utxfreight.ca — you can change it later.

Access & Permissions¶

Role	Access Level
Admin / Manager	Full access — create, edit, disable customers
Dispatch	View customers, limited editing (if configured)
Accountant	View customers

How to get there:

From the left menu, click Customers

Creating a Customer¶

Navigate to Customers.
Click Add a new customer.
Fill in the company details.
Click Save Changes.

Company Information¶

Field	Description
Name	Company name (required)
Web Address	Company website
Address 1 / Address 2	Street address
City	City name
State / Province	Select from dropdown
ZIP / Postal Code	Postal or ZIP code
Country	Canada (CA) or United States (US)
Office #	Phone number
Fax #	Fax number

Email Settings¶

Field	Description
Accountant Email	Primary email for invoices and statements
Accountant Email (CC)	CC address for invoice emails (comma-separated for multiple)

Rate & Billing¶

Field	Description
Service	Service type for this customer
Default Order Rate	The default base rate applied to new orders for this customer
Default Currency	CAD or USD
Default Statement Format	Format for automatic statement emails

Adding Contact People¶

Once a company exists, add contacts who will be associated with orders:

On the Customers list, find the company.
Click Add Person.
Fill in First name, Last name, and Email.
Click Save Changes.

Invitation email

Adding a person triggers an automatic invitation email. The contact can then log in and place orders. Use a placeholder email if you want to delay this.

Editing a Customer¶

On the Customers list, click the company name to expand it.
Click the Edit customer button.
Update the fields as needed.
Click Save Changes.

Default Tag¶

If the Tagging addon is enabled, you can set a Default Tag for the customer. This tag is automatically applied to every new order created for this customer.

Fuel Surcharge Exemption¶

If the Fuel Surcharge addon is enabled, you will see a Fuel Surcharge section on the edit form:

Check Exempt from Fuel Surcharge to exclude this customer from all fuel charges.
After saving, go to Fuel Schedule and click Recalculate on affected months to remove existing charges.

For full details, see Fuel Surcharge — Exempting a Customer.

Automatic Statement Schedule¶

If the Automatic Statements addon is enabled, you can set the delivery day:

On the customer edit form, select a day from the Send weekly statement on dropdown.
The statement email is sent automatically on that day if the customer has an outstanding balance.

For full details, see Automatic Statements.

Custom Rates¶

Set zone-based custom rates for the customer. Select the Zone and enter the Rate, then click Add another to add more.

Filtering the Customer List¶

The sidebar on the Customers page provides quick filters:

Filter	What It Shows
All Active	All enabled customer companies
Disabled	Deactivated companies (hidden from order forms)
Brokers	Companies flagged as brokers

Use the search box at the top to filter by company name or contact name.

Exporting Customers¶

Click the Export button to download the customer list as a CSV file. The export includes all active companies with their contact information.

Disabling a Customer¶

Disabled customers no longer appear in dropdown menus when creating orders. To disable:

Edit the customer.
Uncheck the Active checkbox.
Click Save Changes.

The customer and all their historical orders remain in the system — they are just hidden from new order forms.

FAQ / Troubleshooting¶

Solution

The customer may be disabled. Go to Customers, use the Disabled filter in the sidebar, find the company, and re-enable it.

Contact didn't receive the invitation email¶