Clients (CRM)

The Clients section is the CRM of your online store: individual buyers and organisations in one record, with legal details, documents and a relationship history. You need it wherever a sale does not end with a receipt: B2B orders, invoices and contracts, deferred payment and settlements.

Where: Venue → “Clients” (admin.cenaly.ge). The section belongs to the retail vertical.

Do not confuse it with Returning guests: that is a phone directory and guest recognition, this is a full contractor record.

The client record#

The record type is individual or company; the set of legal details depends on the type and country. Tax number formats are validated, including checksums, and entering an existing number offers to “open the existing record” instead of creating a duplicate.

The record holds:

the name (first, last and middle name for an individual) or the legal name and registered address;
country and country-specific details, the signing officer;
bank accounts: bank, account/IBAN, BIC/SWIFT;
contact persons: name, role, phone, email, Telegram, WhatsApp; you can mark the primary contact and the one documents are sent to;
date of birth, marketing consent, notes, tags, status.

A contact can also be added from a single line: type a phone, email, @telegram or a wa.me link and the type is detected automatically.

The client's orders#

The Orders tab shows “Orders”, “Lifetime spend” and “Last order” tiles plus the list of orders with date, number, amount and status. Orders appear here automatically as the client buys from your store. A document can be created straight from an order row with Create document — see Issue an invoice or receipt for an order.

Documents, contracts and settlements#

Documents — invoices, acts and anything else for this client;
Contracts — contract records;
Settlements — money movements and outstanding balance.

Templates and AI-assisted document filling live in Documents.

A draft produced by the AI request parser (🤖 Parse request) also lands in Documents, and its “check before issuing” task in Activity — never in Orders, which only lists this client's purchases from your store.

A quotation with prices and a validity date#

Result: the client receives an offer with your prices and validity date and can accept or decline it themselves from a link in the email.

Click Sale — the window opens with the Quotation type. Or open the document window from the client record and choose this type in Document type.
Choose the Client.
Add lines from Products & services or with + custom line. The price comes from the catalog; if the client has a price list or a discount in their terms, it is applied automatically. You can edit the price on the line.
Switch the window to Detailed mode (the Simple / Detailed / Expert switch at the top) and set the Valid until date. The field is optional; Simple mode does not have it — there an existing date shows as a "Valid until …" chip.
Click Save & issue. The quotation gets a number and a PDF; after issuing, its content no longer changes.
Send it to the client — see Send a document to the client. The email contains an Accept or decline button: the client opens the quotation page and clicks Accept or Decline. The link works until the validity date (with a small margin), or for 30 days if no date is set.

What happens next:

An open quotation has Create invoice (creates a draft invoice and marks the quotation Accepted), Mark accepted and Decline (the Decline quote window with an optional reason). The Sale chain above the document shows quotation → invoice → closing documents.
If the client accepts by link and the location's "draft invoice on quotation acceptance" automation is on, a draft invoice and a manager task are prepared — the invoice itself is not issued.
Once the date has passed, the quotation shows an Expired badge.

Issue an invoice or receipt for an order#

Result: an order from your store gets a document for the client — an invoice, a receipt or another type available in the location's country. Creating an order does not issue a document by itself — you issue it from an existing order.

Open the document window for the order in one of these ways:
- Orders → the order → 🧾 Issue document (the window opens without a client — choose one);
- client record → Orders tab → Create document in the order row.
Switch the window to Detailed mode and click ▾ Fill from order…: the list shows the client's recent orders. The chosen order copies its lines into the document. Simple mode does not have this block, and the order is not applied automatically — without this step the lines stay empty.
Choose the type in Document type. Simple mode offers only Quotation and Invoice; Detailed and Expert offer all types of the location's country. Type names depend on the country. Receipt exists in the profiles for Georgia, Kazakhstan, VAT markets, Latin America and the universal profile; the Russian profile does not have it.
Check the client and the lines. If the client gets deferred payment, fill in Payment delay (days) (Detailed mode) — only then will the invoice have a due date and overdue reminders work for it.
Click Save & issue (or Save draft to issue later — the Issue button then asks for confirmation). The document gets a number and a PDF, the Issued status, and no longer changes.

The document appears in the Documents tab of the client record and in the general Documents register. Window errors: "Add at least one line item.", "This document type is not available for the client's country.", order not found.

An invoice or a receipt does not create a debt in Settlements. A client debt appears when a delivery note or an act is issued; payments are recorded against those (see Record a payment), while an invoice is a request to pay.

Send a document to the client#

Result: the client receives an email with the document PDF, and the document moves to the Sent status.

Open the issued document and click ✉️ Send by email (or the ✉️ icon in the document register row). The button is available for documents in the Issued, Sent or Paid status and to users with the send right.
In the Send document by email window, check the fields:
- From — System address or the location's mailbox (shown when the location has a connected mailbox; the choice is remembered);
- Recipients — addresses separated by commas, up to 10. The field fills itself: client contacts marked Documents, or if there are none — the Primary contact with an email;
- Email template (if you have templates; otherwise Standard text), Subject (leave empty and it is filled in automatically) and Message (optional).
Click Send — you see "Document sent to …".
Check the result: the status changed from Issued to Sent, the document has a Send history block with the date and addresses (with an "open in mail" link when sent from a mailbox), and the record's log has a send entry. You can send again at any time.

The email contains a "Download PDF" button (the link works for 30 days), an Accept or decline button for a quotation, and — under the conditions below — Pay online for an invoice.

If sending fails, the window explains why: the client has no email (enter an address or add one to the record), the document is not issued yet ("Only issued documents can be sent by email."), the address is suppressed after bounces, a quota is exhausted, or the mailbox returned an error.

Paying an invoice by link#

Result: the client pays the invoice online by card from the button in the email.

The Pay online button appears in the invoice email when all conditions are met:

the document type is Invoice or Proforma, the status is Issued or Sent, and something is still left to pay;
the location has an online payment provider connected and allowed (see Payments). Until then the owner sees a "🔒 Online payment by link" notice in the invoice with a link to connect payments.

The client opens the invoice page: the Paid and Left to pay amounts, Download PDF and a Pay … button for the remaining amount. Without a provider, the page says online payment is unavailable and suggests a bank transfer using the details in the PDF. After full payment the invoice becomes Paid, and if the location's "receipt on invoice payment by link" automation is on, a receipt is issued immediately. The link is valid for 180 days, but at least until the due date plus 90 days.

You cannot copy an invoice link from the panel — it reaches the client only by email. The PDF button in the panel opens a temporary one-hour link, so there is no point forwarding it to the client.

Register a supplier bill#

This records an amount owed to a supplier and its due date. A purchase order or goods receipt does not create that debt by itself. Registering a bill does not send money to a bank.

Open a counterparty with the Supplier role at the correct location and go to settlements. Find the supplier-payables block.
Click Register supplier bill.
Enter the supplier's document number, Document date and Amount. Check the settlement book's currency.
Optionally enter a due date, link the purchase order and add a note. Linking the order helps compare ordered, received and billed amounts.
Click Register. Check the number, amount, outstanding balance and due date in the bill list. If approval is required, complete it before recording payment.

If a duplicate is reported: a bill with the same number and date already exists; submitting it again does not change its amount. Find the existing bill first. Correct an incorrect amount by voiding the bill and registering the correct one, rather than resubmitting a different total.

Supplier payment records a payment or advance already made. Use your bank for the actual transfer; a settlement entry is not a bank confirmation.

Record a payment and check the balance#

Result: the client's payment is recorded in their settlements and allocated to a specific debt; you can see how much is still owed on it.

Payments are recorded against a debt, and debts are created by an issued delivery note or act. An invoice or a receipt does not create a debt, so an invoice has no Record payment button, and recording a payment manually does not mark the invoice Paid. An invoice becomes Paid by itself only when it is paid by link.

Open the client record → Settlements tab (you need access to the section's money). At the top are the tiles "Owed to us" (with "… of it overdue"), "We owe" and Oldest due.
In the row of the debt, click Record payment (the button is there while the debt has an outstanding amount).
The Debt payment window shows "Debt: … · outstanding …". The amount is prefilled with the outstanding balance — for a partial payment, enter the actual amount; the window warns: "The amount is below the outstanding debt — … will remain owed." If the amount is higher, the excess goes to the client's other debts or stays as an advance.
Fill in Date and the required Payment ref / No. (it prevents the same payment from being posted twice), and if needed Kind (Payment, Prepayment / advance, Credit note) and Note.
Click Add payment. You see "Payment recorded, … still owed on …" or "Payment recorded, debt … settled." The document becomes Paid only when the debt is fully settled.
Check the ledger: the payment's Allocated column shows which debt it went to, and the debt's outstanding amount has decreased.

To record money without tying it to one debt, click + Add payment above the ledger — the amount is allocated to the oldest debts first (FIFO); you can reallocate it later. If the payment was recorded but the allocation did not finish, click Retry allocation — no second payment will be created.

Remind a client about an unpaid invoice#

Result: you do not miss overdue invoices — on the right day you get a task and an email, and you send the invoice to the client again.

Open Section settings → 🔔 Notifications. The status at the top says whether reminders are active ("🟢 Active…" or "⚪ Not active — turn on at least one toggle below and save."). Make sure the account has an owner email, otherwise reminders have nowhere to go — the screen warns about it.
Turn on Overdue invoice reminders (to you) and set Escalation stages, days overdue (comma-separated) — 1, 7, 14 by default: one reminder per stage. Skip if there was a payment in the last N days (3 by default) keeps you from being nagged right after a partial payment.
Click Save, then Check now — the screen shows "… task(s) created, … email(s) queued."
The Upcoming reminders → Overdue invoices list shows which invoices will be reminded about; Snooze postpones a reminder by 1–365 days, Clear snooze brings it back.
When a stage is reached, a "🔔 Remind about payment: invoice …" task appears in the client record and you get an email. The client is not notified automatically — open the invoice and send it again with ✉️ Send by email (see Send a document to the client): the email contains the PDF and, if online payment is connected, the Pay online button. In the client record, the "next step" block suggests the same: "… is overdue — remind about payment".

When an invoice counts as overdue: it is an invoice, proforma or tax invoice in the Issued or Sent status whose due date has passed. Only an invoice with deferred payment has a due date (Payment delay (days) above zero, or a delay from the contract) — an invoice without one gets no reminders. A payment recorded manually in Settlements does not change the invoice status, so reminders will continue: snooze that item.

The same screen has an Overdue notice to the customer block, but automatic sending of such emails to the client does not work yet — remind them by resending the invoice as in step 5.

Activities and tasks#

The Activity tab is the history of working with the client: notes, calls and tasks with due dates. Overdue tasks are highlighted, and all open tasks across all clients are gathered in the My day tab — a manager's working list for the day. That list only holds open tasks, so a row you tick disappears from it; a notification with an Undo button appears at the bottom of the screen — it clears the tick and brings the task back. You do not have to pick the due date in the calendar: write it inside the task text — “call back tomorrow”, “invoice by 25.12”, “on Friday”, “in 3 days”, “December 25” — and a Set due date button appears next to the field. It fills an empty field on click and never overwrites a date you picked yourself.

List, search and bulk actions#

Search covers name, tax number, phone and email. Filters: type (individuals/companies), status (active, blocked, archived) and tags.

Select several records to archive them or add a tag to all of them at once. An archived record is preserved (documents may reference it) but disappears from the active list.

Import, export and duplicates#

Import — one client per line: type;name;country;tax number;phone;email. The report shows how many were created, how many already existed and where an error occurred.
CSV export — the whole list.
Merging duplicates: the current record survives, the selected one is archived and its contacts and identities are moved over. Only records of the same type can be merged.

Returning guests — guest recognition and order history by phone
Documents — contract and act templates, AI filling
Commerce — the affiliate program links to a client record
Orders — the shared order list
Finance — money and reports

FAQ#

How is this different from “Returning guests”? “Returning guests” is a quick phone directory and a repeat-visit badge. “Clients” is a record with legal details, documents and settlements — for B2B and paperwork-heavy sales.

Will a client record be created automatically after an order? Orders are linked to client records; the records themselves you create manually, by import or from an order.

Can I block a buyer? A record has a “Blocked” status, and to stop orders on the storefront there is a blocklist in the order settings — see Online store.