Customers List
How to search, filter, open, and action customer records from the Customers list.
The Customers list is the place to find people quickly, check their contact details, see whether they already have an active payment integration, and open the full customer record when you need more history.
What Opens by Default
- Active customers only: The list starts on active customers. That keeps day-to-day customer work clean and stops old cancelled or transferred records getting in the way.
- Badge and description: The header shows how many customers match the current filters so you can tell at a glance whether you are looking at the whole live customer base or a smaller slice.
- Search: Search looks across names, company, reference, address, phone numbers, email addresses, website, and even the stored GoCardless fields. Use the filters alongside search when you need a more structured cut of the list.
- Filters: The funnel button beside the search slides the list's filters out from the right: Status, Customer Source, Payment Integration and, when you work in more than one business, Business. The number on its corner is how many you've set, and each one shows as a chip beside the search, such as Status: Cancelled, with an × to take it off. On a phone the filter button opens a popup instead. See Customer Filters Popup.
Useful Columns
- Email: The main row shows the primary email and then adds a small + more note if there are extra saved addresses on the customer.
- Customer Source: Helpful when you want to review where customers are coming from before drilling into reports.
- Payment Integration: This only shows a badge when the customer has an active mandate, so it is a quick way to spot customers already set up for GoCardless.
- Actions: The three-dot menu on each row lets you edit the customer, or cancel them with Cancel Customer, without opening the full detail view first.
- Choosing columns: The cog just left of the Filters button opens Select Columns, sliding out from the right. Tick the columns you want, drag the ticked ones into the order you like and click Save. Reset to Defaults ticks the usual ones again, ready to save.
Cancelling a Customer
Cancel Customer in a customer's three-dot menu opens the Cancel customer popup. It says the customer and their active jobs stop, and that their completed jobs are kept, then asks three things. You can leave all three as they are:
- Why are they leaving? (optional): Choose from Moved away, Too expensive, Unhappy with the work, Went to someone else, Doing it themselves, No longer needed, Didn’t pay and Other. It's kept for the Customers Report, which adds up why the customers you lost left.
- Anything more (optional): A note about why, up to 1,000 characters, such as Sold the house.
- The day they left: Today unless you change it, and it can't be in the future. Set an earlier day when they told you a while ago: they count as lost on that day on the Customers Report, and their jobs stop from it.
Cancel customer cancels them, and Keep customer closes the popup without changing anything. Their active, suspended and quoted jobs are cancelled from the day they left, and when you chose why, each of those jobs' Status Reason says so, such as Customer cancelled: Moved away. The customer drops off the list, as it shows active customers, and their page shows when and why they left. Setting their Status back to Active, or giving them an active job, makes them active again, and the Customers Report counts them as won back that day.
Selection-Based Actions
- More Actions: This menu is disabled until at least one customer is ticked.
- Message Customers, Print Documents: Email or text the selected customers in the Message Customers Popup, or print documents for them. Make your selection first, then open the menu.
- Add to Collection Sheet: Put every job the selected customers owe on onto a collection sheet, to go and collect. The Owes filter finds the customers who owe more than an amount. See Adding Jobs to a Collection Sheet.
- When to leave customers unselected: If you only want to inspect or edit a customer, just click the row to open the customer detail view instead of using the bulk actions menu.
Exporting the List
Export CSV, beside More Actions, downloads every customer the search and filters find as a spreadsheet, sorted by name. It has everyone the list finds, not just the page on screen, whether or not you've ticked any. With the list as it opens, that's your active customers: choose another status, a customer source, a payment integration or a business in the filters to export those instead. Each row has:
- Name and contact details: The reference, title, first name, last name and company, the address with its town, county and postcode, the phone and mobile numbers, the email address and the website. Other Emails lists any extra email addresses saved on the customer, separated by semicolons.
- Source and Status: Where the customer came from, and whether they're active, cancelled or transferred.
- Direct Debit: Says GoCardless when the customer has an active Direct Debit mandate, the same customers the Payment Integration column marks.
- Added: The date the customer was added to Work Planner.
When you're looking at more than one business, the first column, Business, says which business each customer belongs to. The button shows if your role has Export Reports and Lists under Reports, as owners, admins and the ready-made Accountant role do. See Editing a Role. With more than one business chosen, only those where you can export are in it. It isn't in the iPhone and Android apps, which can't save a download: export from Work Planner in a web browser.
Opening a Customer
Clicking a row opens the customer detail view. That is where you see customer stats, jobs, transactions, invoices, activity, and any GoCardless subscription setup tied to that customer.
When Someone Else Makes a Change
The list keeps itself up to date. When someone else in your business adds or changes a customer, or you do on another device, the list shows it within a few seconds without you reloading the page. It waits while you have a popup open, then catches up, and it keeps your filters, sort and page.
Related articles
- Customer Filters Popup: Useful when the customer list needs narrowing down by source, status, payment integration, or business.
- Creating a Customer: The next step if the customer record does not exist yet.
- Customer Detail View: Explains what you see after opening a customer from the list.
- Communication Actions: Covers the selection-based email, SMS, and document actions from this screen.
- Customers Report: The customers you gained and lost each month, and why the ones you cancelled left.