Customer Records & Billing Contacts
Customer Records & Billing Contacts
A Customer Record in GAAPx represents the commercial entity with which your organization enters into agreements, issues invoices, collects payments, and tracks receivables. GAAPx maintains a unified customer master record that synchronizes across your CRM (Salesforce, HubSpot) and General Ledger (QuickBooks Online, NetSuite).
:::info SCREENSHOT PLACEHOLDER: Customer Detail Record
Location in App: App > Customers > [Customer Name]
Visual Description: Customer record overview showing active contracts, lifetime TCV, current AR balance, dunning status, and primary billing contacts.
Recommended Dimensions: 1200 x 675
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Key Customer Record Components
1. Hierarchy & Corporate Structure
GAAPx supports flexible parent-child account structures to accommodate complex enterprise organizations:
- Parent Account: The global headquarters entity (e.g., Global Holdings Inc.).
- Child Accounts / Subsidiaries: Regional or departmental purchasing units (e.g., Acme EMEA Ltd.).
- Consolidated vs. Decentralized Invoicing: Choose whether child order forms roll up into a single consolidated invoice or dispatch separately to regional AP teams.
2. Billing Contacts & Communication Routing
Each customer record can have multiple assigned contacts:
- Primary Billing Contact: Receives invoice PDFs, billing reminders, and automated receipt confirmations.
- AP / Portal Contact: Designates email addresses and portal endpoints monitored by the AI Collections Agent.
- Executive Sponsor / Sales Contact: Notified automatically when payment disputes or escalation flags are raised.
3. Payment Methods & Terms
- Standard Terms: Default payment terms (e.g.,
Net 30,Net 45,Due on Receipt,Custom Milestones). - Auto-Pay Instruments: Securely tokenized Stripe credit cards or Plaid ACH bank authorizations.
- Credit Limit & Risk Rating: Configurable credit thresholds and real-time DSO scoring.
Customer Synchronization Rules
| Source | Field Synced to GAAPx | GAAPx Action / Rule |
|---|---|---|
| Salesforce / HubSpot | Account Name, Domain, Billing Address | Creates / updates GAAPx Customer Record |
| Salesforce / HubSpot | Primary Contact Email, Phone | Sets initial primary billing contact |
| QuickBooks / NetSuite | Customer ID, Currency, Tax ID | Maps subledger entity ID to GL Customer record |
| GAAPx Subledger | Open AR Balance, Overdue Invoices | Pushes updated credit exposure back to CRM |