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Manage customers

The customer card lets you associate a sale with an identified buyer, generate invoices in their name, and apply a personalized rate via the pricing profile.

Create a customer

From the Customers menu, click + New customer. Choose the type:

Individual

  • Last name, First name (last name is required)
  • Address, postal code, city, country
  • Email, phone
  • Internal notes (not printed on the receipt)

Business

  • Company name (required)
  • Intra-EU VAT number — validated by country (BE: BE0xxxxxxxxx, NL: NLxxxxxxxxxBxx, LU: LUxxxxxxxx, FR: FRxxxxxxxxxxx, DE: DExxxxxxxxx)
  • Business identifier (CBE/KvK/RCS/SIREN per country)
  • Same address / contact fields as individual

⚠️ The default country for a new customer follows the shop's country. For a foreign customer, change it manually → AuraPOS will adjust the VAT validation accordingly.

VAT number validation

When you enter a VAT number for a business customer, AuraPOS checks the format per country. If the format doesn't match, a warning appears:

The VAT number seems invalid for Netherlands. Expected format: NL123456789B01. Save anyway?

You can force-save (useful for an unusual non-EU format) or correct.

Pricing profile

If the Multi-pricing option is enabled in Settings, each customer can be linked to a pricing profile (Price 1 to Price 4). Use cases:

  • Price 1: standard rate (default)
  • Price 2: loyal customer rate
  • Price 3: business rate
  • Price 4: bulk volume rate

When the customer is selected at checkout, all products in the cart automatically switch to the matching rate. No need to apply it manually.

Select a customer at checkout

During a sale, click Customer in the action bar. Three options:

  • Search: type the start of the name, company name, or customer code. Results in real time.
  • Recent list: the 10 most recently served customers.
  • + New: create a customer on the fly without leaving the register (condensed form).

Once the customer is associated, their name appears at the top of the cart. Click Remove customer to return to a counter sale.

Sales history per customer

From the customer card, the History tab lists all associated sales with:

  • Date and time
  • Receipt / invoice number
  • Total incl. VAT
  • Payment method
  • Status (validated, cancelled, credit note)

You can reprint a receipt, generate the A4 invoice, or export the history to Excel.

Tips

  • Search by VAT: from the Customers menu, you can search by VAT number to quickly find a business customer.
  • Duplicates: AuraPOS detects potential duplicates at creation time (same VAT or same name + email). A popup offers to merge.
  • GDPR export: from the customer card, Export my data generates a PDF with all info recorded for this customer (handy for a GDPR request).
  • Deletion: a customer with sales cannot be deleted (accounting integrity). You can mark them as Inactive to hide them from searches.