Orbis Web · Management
Version 2026.10

Customers: complete records to invoice, collect and communicate without mistakes

Create your customers, set up their credit and how they are invoiced, and reach their files, collections, documents and messages straight from their record.

Key concepts

What the Customers module is

It is the register of the people and companies that hold your agency's files. Each record brings together their tax details, how they are invoiced and how they pay, their communication preferences and direct access to their activity.

ConceptWhat it is
CustomerIndividual or company that holds files, with a Customer Code assigned.
ContactCan also hold files, but has Customer Code 0. Contacts are managed in the Contacts module.
BookerPerson at a corporate customer who requests the trips. Added in the Bookers tab.
Passenger profileTravel preferences (seat, smoker…) linked to the customer in the Passengers tab.
A well-completed record saves workThe record's details (document issued, tax treatment, payment method, due dates, documents language) are applied automatically to the customer's files and invoices.
Common procedure

The 4 steps to create a customer

Search before creatingIn Management › Customers, filter by NIF or name to check that the customer does not already exist.
Open a new recordClick New (+) above the table.
Fill in the detailsComplete the yellow fields and review the Notes and Credit tabs.
ConfirmClick ✓. The Customer Code is assigned automatically.
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Module

Customer list

What it is for

Finding any customer by code, name, NIF or address, and opening their record.

When to use it

Before creating a customer, so you do not duplicate it, and whenever you need to look up or change their details.

Task: search for customers by name and open their record. Some filters are left out (branch, town, province, zip). Screen recreation with sample data.

Step by step

  1. Click Filters to open the search panel.
  2. Fill in the criteria. In Name, part of the name is enough.
  3. Click Filter. Reset Filters shows all customers again.
  4. Use the buttons above the table: New (+), Show/Hide Columns, Export to Excel or Export to PDF.
  5. On the row, click Edit (pencil), Consult (eye) or the three dots for more options.
FilterWhat it does
From Code / Up to CodeRange of customer codes.
BranchesBranch that created the customer.
Name, town, Province, zip, NIFFilter by that detail; in Name, part of the name will do.
Web Clients GroupCustomers in a specific group of companies.
Client TypesMultiple selection: customers with at least one of the chosen types. Customers with no type do not appear.
ShowAll, Assets (active) or Inactive.
Common mistake“Customers are missing from the list”Filters are kept between visits. If the crossed-out funnel icon is red, there are active filters: click Reset Filters. The text below the table (“filtered on … records”) tells you how many customers there are in total.
Module

List actions

What it is for

Producing activity and sales reports for the listed customers, or applying their commission tables.

When to use it

To analyse which customers generate the most sales or to prepare a report for management or the sales team.

Task: get reports on the listed customers. Screen recreation.

Step by step

  1. Filter the list first (the actions work on the listed customers) and click Actions, or use the equivalent icon on the left.
  2. Customer History shows, for each customer, the number of services they hold, their amount and the percentage of the total.
  3. Excel Sales Export downloads each customer's details with their sales over the last 5 years.
ActionResult
Customer HistoryReport with code, account holder, number of services, amount and % of the total.
Excel Sales ExportExcel file with contact details, NIF, subaccount, branch that created the customer and sales over the last 5 years.
Force Commission TablesApplies their commission table to the listed customers.
HelpOpens the module's online help in a new tab.
Module

Customer record

What it is for

Storing the customer's personal and tax details and deciding how they are invoiced by default.

When to use it

When you create a customer and whenever their address, identity document or invoicing method changes.

Task: create a private customer. Some fields are left out (phones, fax, document dates, birth place). Screen recreation with sample data.

Step by step

  1. Enter the Name, surnames and Company Name (for private customers, the full name).
  2. Choose the Document Type and enter the NIF; click the validation icon to its right to check it.
  3. Check the accounting Subaccount. Its check button warns you if another customer uses the same one.
  4. In Issue, choose whether they will get invoices or delivery notes by default, and tick Simplified Invoice or Resident Islands if applicable.
  5. Click ✓ to confirm or ✗ to discard the changes.
FieldWhat it does
Customer CodeFilled in automatically when you confirm the new record.
Customer IDFree internal identifier the agency can assign.
IssueDefault document in the customer's files: invoice or delivery note.
Simplified InvoiceIssues a simplified invoice by default in their files.
Resident IslandsMarks the customer as an island resident.
Synchronize CRMIncludes the record in the synchronisation with the CRM.
Common mistakeI can't confirm the recordA yellow field is missing (Name, Company Name, Document Type or Subaccount) or the NIF is not valid for the chosen document type.
Module

Record tabs

What it is for

Completing the information that affects the customer's documents, communications, collections and trips.

When to use it

When you finish creating the customer, and whenever their preferences change (language, advertising, direct debit…).

Task: set the customer's language, tax treatment and communication permissions. Screen recreation with sample data.

Step by step

  1. Open the Notes tab (it is the one shown when you open the record).
  2. Choose the Documents Language in which their documents will be issued.
  3. Set the Tax Treatment: it determines whether the tax is deductible and affects the electronic invoice (FacturaE).
  4. Tick Authorizes if the customer has agreed to receive offers, and the No Advertising, Do Not Send Email or Do not send SMS checkboxes according to their preferences.
TabWhat it contains
NotesDocuments language, creation details, treatment, tax treatment, Web Clients group, communication permissions, notes and dietary restrictions.
CardsThe customer's credit cards: type, expiry date, number and cardholder.
StatisticsYear-by-year evolution of the customer's debt.
CreditDebt, credit limit, commission and rate tables, payment method and due dates. See Credit and due dates.
TypesClassification of the customer into one or more types (created in Configuration: Client Types).
BookersPeople at a corporate customer who request the trips.
Bank DetailsBank, account holder, IBAN (with verification), SWIFT and authorisations for receipt transfers and SEPA direct debits (Direct and B2B).
Postal DataPostal address and contact person, with options to use them on invoices or in mail instead of the main address.
PassengersLinked passenger profiles, with Assign Passenger.
SeveralAmex customer number, automatic sending of invoices by email, fields Generico1–Generico10, region and linked project.
Automatic sending of invoicesIn the Several tab, the Send Email when invoicing field decides whether invoices and delivery notes are sent to the customer automatically when they are issued.
Module

Credit and due dates

What it is for

Controlling your risk with each customer and automatically calculating the expected collection date of their invoices.

When to use it

With credit customers, companies or agencies that pay on terms or by direct debit.

Task: set a customer's credit limit and due dates. Screen recreation with sample data.

Step by step

  1. In the Credit tab, enter the Credit Limit. The current Debt is calculated automatically.
  2. Choose the Payment Method that will appear on their invoices and tick Direct Debit if they pay by bank receipt.
  3. In Due dates Calculation, set for each range of issue days (From–To the) when the invoice will be collected.
How to read the exampleInvoices issued from the 1st to the 14th are collected on the 5th of the following month. From the 15th to the 25th: on the same day of the following month. From the 26th to the 31st: 10 days after issue. The reference date is the invoice date.
AttentionCredit limit by NIFThe same NIF can appear on several records. If you want to control the combined risk, also set the credit limit by NIF in the customer credit limit settings.
Module

Top toolbar and record Actions

What it is for

Doing customer-related tasks from the record: creating a file, viewing their collections, sending them an SMS or a WhatsApp message, signing the data protection consent or attaching documents.

When to use it

In your day-to-day work with the customer. The icons on the left and the Actions menu lead to the same options, in the same order.

Task: use the actions of the customer record. Screen recreation; some icons are approximate.

Step by step

  1. Hover over each icon on the left to see its name and click it to use the action.
  2. Or click Actions to see the options written out.
  3. Choose the option. The table below explains each one.
GroupActionWhat it does
ActivityCustomer HistoryReport on the services the customer holds, with amount and % of the total.
ActivityNew FileCreates a new file for this customer.
ActivityView Client File SummaryOpens the summary of the files in which the customer holds any service.
ActivityView Customer Collection ControlOpens Collection Control to manage the collection of their invoices.
ConfigurationProject Manager assigned to clientsCreates or links the customer's projects (Project 1 and Project 2).
ConfigurationEmail GroupsAdditional email addresses for the customer; the default ones are suggested when sending documents.
ConfigurationRappelsManagement of the customer's rappels (volume rebates).
ConfigurationRemarks · DBIs AirplusCorporate customer details for bookings and invoicing with an AirPlus card.
ConfigurationElectronic InvoicingAdministrative centres (accounting office, managing body, processing unit, proposing unit), payment method, formats and signature of their electronic invoices.
CommunicationOrganic Law on Data ProtectionGenerates the data authorisation document from a template; it can be signed with a biometric signature or via TDC Mail.
CommunicationSMS · WhatsAppSends an SMS or a message through WhatsApp Web to the record holder.
CommunicationDocument ManagerAttaches and looks up the customer's documents; you can view them, download them and send them by email or TDC Mail.
Data loadingLoad Projects · Load PassengersBulk loading of projects or passenger profiles for the customer.
Data loadingRead ID card dataReads the details from the identity document to fill in the record.
Data loadingRecuperación de datos fiscales de empresaRetrieves a company's tax details to complete the record (the button keeps its Spanish name in the English interface).
OtherReactivate CustomerOnly on inactive customers: enables them again. See Delete and reactivate.
OtherHelpOpens the module's online help.
AttentionRespect the customer's preferencesBefore sending SMS, WhatsApp messages or marketing emails, check the No Advertising, Do Not Send Email and Do not send SMS checkboxes in the Notes tab.
Module

Delete and reactivate customers

What it is for

Stopping work with a customer without losing their history of files and invoices.

When to use it

With duplicate records or customers you no longer work with.

Task: deactivate a customer from the list. Screen recreation with sample data.

Step by step

  1. In the list, click the three dots on the customer's row. From here you can also view their file summary or their collection control, or create a file for them.
  2. Click Delete. The customer becomes inactive: it is no longer available for new operations, but it remains in the documents where it was used.
Common mistakeI can't click DeleteIf the option is greyed out, the customer is already inactive. To recover it, set Show to Inactive, open its record and click Reactivate Customer.
Guidelines

Best practices

Search by NIF before creating

You will avoid duplicate records with debt and files split between them.

Correct tax treatment

Check it for companies and public administrations: it affects the electronic invoice.

Communication permissions up to date

Record the data protection authorisation and the no-advertising checkboxes as soon as the customer tells you.

Credit only where it applies

Set the limit and due dates for credit customers; for private customers who pay up front it is not needed.

Before using the customer in a file
  • Name, Company Name, Document Type, NIF and Subaccount are complete.
  • The Issue field has the right document.
  • The documents language and the tax treatment are correct.
  • The advertising, email and SMS preferences are ticked.
  • You have confirmed the record with the confirm button.
Support

Common issues

Another customer already uses the subaccount.Click the check button next to Subaccount to see which customers share it, and assign a different one if they should not share it.
The customer does not receive invoices by email.Check that Do Not Send Email is not ticked, that the record has an email address (or a default email in Email Groups) and the Send Email when invoicing field in the Several tab.
Invoices show an unexpected collection date.It is calculated by the Due dates Calculation block in the Credit tab, according to the issue day. Check the From–To the ranges.
Invoices come out in another language.Change Documents Language in the Notes tab.
I can't find a customer.Click Reset Filters and check the Show option (All, Assets or Inactive).
Still not working?Check the module's help from the Help (?) button and, if that does not answer your question, contact Pipeline Software support through your usual channel, giving the customer code and a screenshot.