Accept paymentsManage customers

Manage customers (Portal)

Add, edit, and manage customer records in the Payabli Portal
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Applies to:PartnersPaypoints

You can use the Customers section to manage the people and businesses that make payments to your paypoints. From a customer record, you can store payment methods, track transaction history, and create payments or autopays. To access it, navigate to Pay In > Customers.

If you’re logged in at the organization level, you can view and manage customers across all paypoints in that organization. When creating a customer, you must specify the parent paypoint. If you create a customer at the paypoint level, it’s assigned automatically.

Customers report showing a list of customer records with controls for filtering, importing, exporting, and adding customers

Filter and save reports

To filter customers by status, address, parent organization, autopay activity, and more, click Filters. To save a filtered view, apply your filters and save the report.

Add a customer

To add a customer, follow these steps:

  1. Navigate to Pay In > Customers and click Add Customer.
  2. Enter the required fields:
    • First name
    • Last name
    • Email
    • Customer Number
  3. Complete any additional fields, such as billing address and shipping address.
  4. Click Save.

If any custom identifier fields appear checked and grayed out, they’ve been configured at the organization level and can’t be changed here. See Custom identifiers.

If you’re logged in at the organization level, you must select a paypoint using the Paypoint DBA Name dropdown.

The Customers report also supports adding customers in bulk with CSV files.

View a customer record

The customer record contains details about your customer, including their transaction history. To view a customer record from the Customers report, follow these steps:

  1. Locate the customer record and click the three-dot icon.
  2. Select View Customer from the menu.
Customer record showing account information, payment history, billing address, and recent transactions

From a customer record, you can see:

  • Account information
  • Payment history
  • Active autopays and autopay history
  • Invoice history, including past due invoices
  • Saved payment methods

You can also take actions directly from a customer record:

  • Add Payment Method — save a new card or bank account
  • Create Transaction — start a new payment
  • Edit Customer — update account details

Additional actions, including managing invoices, creating autopays, changing status, and deleting the customer, are available from the three-dot menu.

Edit a customer record

To edit a customer record, follow these steps:

  1. Navigate to Pay In > Customers.
  2. Locate the customer record and click the three-dot icon.
  3. Select Edit Customer from the menu to open the Edit Customer modal.
  4. Update account information, billing details, shipping address, or any custom fields you’re using.
  5. Click Save.

If any custom fields appear checked and grayed out, they’ve been configured at the organization level and can’t be changed here. To change them, update the identifier settings at the organization level, or contact your administrator.

Create a payment

To create a payment from within a customer record in the UI, see Create a one-time transaction from a customer record.

Add a payment method

You can add a new payment method for a customer separately from creating a payment or autopay. There are two ways to open the Add Payment Method modal:

  • From a customer record, click Add Payment Method.
  • From the Customers report, click the three-dot icon and select Add Payment Method.

In the modal, select the payment method type, enter the details, and click Save.

Which payment methods are available depends on the services enabled for the paypoint.

Delete a customer

Deleting a customer is permanent and can’t be undone.

To delete a customer record, follow these steps:

  1. Navigate to Pay In > Customers.
  2. Locate the customer record and click the three-dot icon.
  3. Select Delete Customer.
  4. In the confirmation modal, click Delete to permanently delete this customer.

Download customers report

You can download a copy of your current report, including any active filter settings and selected columns.

To download customers:

  1. Navigate to Pay In > Customers.
  2. Apply any filters or add columns to your report.
  3. Click Export.
  4. In the Export Options panel, select any additional columns to include.
  5. Click Export XLSX or Export CSV.

Import customers

Before uploading, download the sample file and use it as a reference for the correct format and column order. For field definitions and valid values, see Add customer in the API reference.

Before uploading, make sure your CSV meets these requirements:

  • Any custom fields configured as identifiers (Settings > Custom Fields) must be present in every row.
  • If you’re uploading from the organization level, Paypoint_Id and entryName (the entrypoint identifier for the paypoint) must be present in every row.

To upload customers:

  1. Navigate to Pay In > Customers and click Import.
  2. In the Import Data modal, upload your CSV file by clicking Browse Files or dragging it into the upload area. The file must be under 2 MB.
  3. Click Accept.
Import Data modal with a file upload area, a Browse Files button, and a link to download sample files

The import inserts each row as a new customer record and returns a summary of how many records it added and how many it rejected.

Troubleshoot customer imports

ProblemMessageWhat to do
Duplicate usernamesame username exists alreadyThe customerUsername already exists — either in the system or earlier in the same file. Check for duplicate usernames both within your import file and against existing customers.
Invalid dataImport customers failed with status 400, {Field Name}: Bad requestData in your CSV isn’t valid for that column, for example, StatusText: Bad Request is for an invalid customer status value.
Missing identifier fieldinvalid identifiersA custom field configured as an identifier in the Payabli Portal isn’t included in one or more rows.
File is emptyBad request: Empty file contentMake sure the file has content before uploading.
If your data looks correct but you’re seeing invalid data or missing identifier errors, check your column order by downloading the sample file and compare it against your CSV. After uploading, refresh the page if the modal doesn’t reset.

See these related resources to help you get the most out of Payabli.