Allocating a customer to a vehicle

The Customer Sale tab on a vehicle is where the sale side of the pipeline lives. This article covers linking a customer, setting the price, recording sold-by, and logging payments.

Before you start

• You need Customer sale edit permission.
• The customer record must already exist, or you can create one inline during allocation.

To allocate a customer

1. On the vehicle detail page, open the Customer Sale tab (or click Allocate customer in the action bar)
2. Search for the customer by name or email in the allocation sheet
3. Pick an existing customer, or click Add customer to create one inline
4. Click Save

The customer is now linked to the vehicle. The stage pill updates to Reserved once you record a deposit, or stays at its current stage until a payment lands.

Setting the agreed sale price

On the Customer Sale tab, click the pencil next to Agreed sale price and enter the total the customer will pay. The Financial summary card updates immediately, and the outstanding balance shows as agreed price minus total received payments.

Sold-by attribution

• Sold by is the team member who handled the sale.
• Used in sales reports to attribute revenue.
• Defaults to nobody; set it when you record the sale so reports are accurate.

Recording payments

1. Scroll to Payments on the Customer Sale tab
2. Click Add payment
3. Fill in amount, payment type, kind, date paid, and optional notes
4. Click Save

Payment types are: Card, Bank transfer, Cash, Cheque, Other.

Kinds are: Deposit, Part payment, Full payment.

The payment appears in the table, the total received ticks up, and the outstanding balance drops.

To edit a payment, click the pencil next to its row. To remove one, click the trash icon (with a confirmation).

When a vehicle becomes "Sold"

The Sold / Delivered pill appears when the vehicle's commercial status advances. This typically happens after recording a full payment, or when you manually mark the vehicle as sold via the move-stage flow.

Unlinking a customer

If a sale falls through:

1. On the Customer Sale tab, click Unlink customer
2. Confirm

The customer record itself is unchanged. Only the link to this vehicle is removed. Payments already recorded stay on the vehicle's history for auditing.

Good to know

• A vehicle can only have one customer linked at a time.
• Payments are attached to the vehicle, not the customer, so swapping customers preserves payment history on this specific vehicle.
• For the broader customer workflow (creating customer records, viewing all their vehicles, contact history), see the Customers & Sales category.