Managing Your Customer Database

Your customer database is the foundation of everything in Wenmar Pro — work orders, estimates, messaging, and payments all tie back to customer records. This article covers searching, creating, tagging, importing, and managing fleet accounts.

Finding Customers

Go to Customers in the main navigation. The search bar filters in real time as you type — it searches across name, phone, email, and tag names.

Filters

• Last visit — Any time, or over 3/6/12/18 months ago
• Has balance — customers with an outstanding account balance
• Type — Retail or Fleet
• Status — Active or Deleted

Quick Lookup

From any search field in Wenmar Pro (Global Search, work order creation), start typing a customer’s name, phone, or email. The last 4 digits of a phone number work well for quick lookups.

There’s also a Check Duplicate feature that warns you if you’re about to create a customer that already exists — it matches on full name, email, and phone.

Adding a Customer

1. Click New Customer
2. Fill in:
   • First Name and Last Name (required)
   • Company Name (optional — for fleet accounts)
   • Phone and Email (phone recommended for SMS estimates)
   • Preferred Contact Method — Both, SMS, or Email
   • Address (optional)
3. Click Create Customer (or Create & New Vehicle to immediately add a vehicle)

The first phone and email are automatically marked as primary. SMS opt-in and email subscription are on by default.

💡 Pro Tip

When creating a work order, if the customer isn’t in your database, click New Customer right from the work order form. You don’t have to leave the work order to add them.

Customer Profile

Click any customer to open their profile with three tabs:

Overview

• Contact — preferred contact method, phone numbers, email addresses, addresses
• Vehicles — linked vehicles with visit count, last service, last odometer
• Drivers — for fleet accounts, people who bring vehicles in
• Notes — internal notes about this customer
• Tags — colored tags for categorization

Work Orders

All work orders for this customer, filterable by: All, Open, Ready to Invoice, Unpaid, Paid, Declined Services.

Billing

• Billing Terms — Due on Receipt, Net 15, Net 30, Net 60
• Credit Limit — leave at 0 for no limit
• Default Discount % — auto-applied to new work orders
• Tax Exempt toggle with certificate number
• Outstanding balance and store credit

Tags

Tags are account-wide (not per-location) and help you categorize customers. Each tag gets an auto-assigned color (18 options).

Adding Tags

• In the customer form, type a tag name in the Tags field
• If the tag doesn’t exist, it’s created automatically
• If it exists, it’s assigned

Tags appear as colored pills on the customer list and profile.

Fleet Accounts

A fleet account is a customer with a Fleet ID — typically a company with multiple vehicles.

Creating a Fleet Account

1. Create or edit a customer
2. Toggle This is a fleet account
3. The Fleet ID auto-generates from the company name (first 4 chars + suffix), or you can set it manually
4. Optionally enable Require PO number on work orders
5. Set an Auto-Authorize Limit ($) if you want services below this amount auto-approved

Fleet-Specific Features

• Drivers — people who bring fleet vehicles in (separate from the customer). Add drivers in the customer’s Overview tab → Add Driver (name, phone, email).
• Charge Account — fleet accounts with net billing terms can post charges to A/R instead of paying at time of service
• PO Numbers — fleet accounts can require a purchase order number on every work order
• Unit Numbers — fleet vehicles can have unit numbers for identification

Importing Customers

The import tool reads a CSV file — a spreadsheet with columns, one customer per row. Most systems can export one for you.

1. Go to Customers → Import
2. Download the CSV template
3. Fill it in — each row needs first_name OR company_name
4. Upload the CSV
5. Review the summary — total rows, valid rows, errors, duplicates
6. Click Import to commit

Duplicate detection matches on first_name + last_name + phone or email. Large imports (>1,000 rows) are processed in the background — you’ll get a notification when done.

Import Fields

• first_name, last_name, company_name (one of first_name or company_name required)
• email, phone (supports email_2, email_3, phone_2, phone_3)
• billing_terms — due_on_receipt, net_15, net_30, net_60
• referral_source — google_search, yelp, referral, drive_by, previous_customer, other
• preferred_contact_method — both, sms, email
• tags — comma-separated

Exporting Customers

1. Go to Customers → Export (apply any filters first — only matching customers export)
2. Review the summary showing how many records will be exported
3. Click Start Export
4. You’ll get a notification when the CSV is ready to download

Referral Sources

Track where customers heard about you: Google search, Yelp, referral, drive by, previous customer, or other. Set this in the customer form under How did they hear about you?

Deleting a Customer

You can’t delete a customer who has open work orders. The system blocks it. If you need to remove a customer:

1. Close or void all their open work orders first
2. Then delete the customer — the deletion runs in the background

Deleted customers can be viewed by filtering to Status: Deleted on the customer list.

Roles & Permissions

Related Topics

• Sending Estimates — Sending estimates to customers
• Customer Messaging — SMS and email conversations
• Vehicle History — Tracking vehicle service history
• Collecting Payments — Fleet A/R and payment collection

Questions? Contact us at help@wenmarpro.com