Clients and suppliers is the directory of who the company pays and who pays it. In a company, every expense needs a supplier and every income needs a client. That link is what lets you answer "how much does this client still owe me?" and "how much did I pay this supplier this year?". The personal space has the directory too, but it is optional there.
Marina's Estúdio Aurora works for Café Serra Azul Ltda, a Brazilian client, and pays Adobe every month, a foreign supplier.
Add a record
In Records › Clients and suppliers, click New Supplier/Client. The form has these blocks:
General
- Type — Supplier or Customer.
- Country — decides whether the record is Brazilian or foreign.
- Status — active or inactive.
Identification
- For Brazil: the CPF/CNPJ ID Number, Name / Legal name and Trade name. The document is checked; a CPF or CNPJ with a wrong check digit is rejected.
- For other countries: Foreign ID, such as the country's tax registration number, and the name.
Contact, address and fiscal data
Email, Phone and WhatsApp; Zip code, Street, Number, Complement, Neighborhood, State and City; and, for Brazil, State Registration (IE), Municipal Registration (IM) and Tax regime (MEI, Simples Nacional, Presumed Profit or Actual Profit). Finally, Notes.
Fill in from the CNPJ
Type the CNPJ and click Lookup. The system queries the Brazilian tax authority and fills in the legal name, trade name, address and, where applicable, the MEI or Simples regime. Review it and add what is missing, such as email and phone.
Marina types Café Serra Azul's CNPJ, clicks Lookup and only adds the client's finance email.
The same document as client and supplier
You cannot add the same CNPJ twice as a client. But the same company can be a client and a supplier at once: in that case it has one record of each type.
Add without leaving the entry
In the expense or income form, in the Supplier/Client field, type a name that does not exist yet and use the create option. The record is created with the name, and you complete the rest later in Clients and suppliers.
Deactivate instead of deleting
In the row's menu, Deactivate removes the record from selection lists, but older entries stay linked to it. To use it again, Activate. The list has a search by name or document and filters by type and status.
Spreadsheet import and export
The Import button brings clients and suppliers in from a CSV or Excel spreadsheet, with the same mapping wizard as expenses. Exporting the list is part of the Pro and Enterprise plans.
Who can add records
In a company, Member, Admin and Owner add and edit. Viewer can only look.
Where this shows up in the rest of the system
- Expenses and Income — the supplier is required on a company expense, and the client on an income.
- Receipts — a receipt is issued to a client from here.
- NFS-e — the invoice's service taker is a client from here. For a foreign client, the invoice uses the foreign ID and the country.
- Reports and Wisebot — top clients, top suppliers and how much each owes or received.
Where to go next
- Expenses and revenue (business) — record entries linked to the right record.
- Invoices and billing — issue the receipt to the client.
- NFS-e — issue the service invoice to the client.
In short: add each client and supplier with its type and country; for Brazil, use Lookup with the CNPJ; deactivate what you no longer use. In a company, every expense needs a supplier and every income a client.