How to Add & Manage Customers in PaniHisab
Complete guide to registering delivery customers individually or in bulk via Excel/CSV, tracking initial advance deposits, managing opening jar balances, and assigning delivery routes.
Whether you deliver 50 water jars a day or manage 600+ residential and commercial accounts, PaniHisab allows you to add customers one-by-one or import your entire notebook/register in 5 seconds via Excel / CSV Bulk Upload or an In-App Spreadsheet Grid.
Method 1: Adding a Single Customer (Step-by-Step)
1. Open Customers Screen & Tap '+ Add Customer'
From the left menu on desktop or bottom navigation bar on mobile, tap Customers. Click the blue + Add Customer button to open the registration form.
2. Enter Customer Name * & Delivery Address * (Mandatory)
To prevent incorrect billing and deliver accurately, Customer Name (min 2 characters) and Delivery Address (min 2 characters) are mandatory fields:
- Customer Name *: e.g., Ramesh Bhai Patel, Sharma Grocery Store, or Flat 204 Royal Palms.
- Address *: e.g., House 12, Sector 5, Near Water Tank. You can also tap 📍 Select on Map to position a GPS pin so drivers can navigate with 1-click Google Maps.
3. Mobile Number (Optional for WhatsApp Invoices)
Entering a 10-digit mobile number is Optional. If provided, PaniHisab enables 1-click monthly WhatsApp PDF bill sharing with embedded GPay/PhonePe UPI QR payment links. Walk-in and cash customers can be saved without a phone number.
4. Advance Amount, Opening Balance & Starting Jars
Under the financial & inventory section of the modal, you can configure:
Enter any security deposit or advance prepayment (e.g. ₹500 via Cash or UPI). This is credited to their ledger and automatically deducted from future monthly bills!
If migrating existing debt from your diary/register, enter their starting pending balance (e.g. ₹350) with an optional note.
Set the number of empty bottles/jars the customer currently holds (e.g. 2 cans). Prevents jar loss from day one.
5. Delivery Schedule & Customer Group Route
Organize your deliveries by frequency and area:
- Delivery Frequency: Daily, Interval (e.g. Every 2 Days for Alternate Day), Specific Weekdays (Mon, Wed, Fri), or Odd/Even calendar days.
- Customer Group / Colony: Assign color-coded colony badges (e.g., Sector 12, Civil Lines) so drivers can filter route stops instantly.
- Assigned Staff: Assign a specific delivery driver to handle this account.
Method 2: Bulk Add Multiple Customers (500+ at once)
New Feature ⚡If you already have 200, 500, or 1000+ customers recorded in a notebook, register, or Excel file, you don't need to add them one-by-one. Tap the 📊 Bulk Add button on the Customers page:
Option A: Upload Excel (.xlsx) or CSV
Download our pre-formatted Sample Excel Template, paste your customer columns, and drag-and-drop the file. PaniHisab parses the file in milliseconds inside your browser with automatic column mapping.
Option B: In-App Spreadsheet Grid (Copy-Paste)
Type directly into an Excel-like table on screen with Tab / Enter navigation. Or simply copy rows from desktop Excel/Google Sheets and press Ctrl+V inside the grid to auto-fill all rows instantly!
🛡️ Smart Validation & Deduplication During Bulk Import:
- Instant Row Validation: Any row missing Customer Name or Address shows a subtle red highlight, while incomplete rows are clearly counted before submission.
- Duplicate Phone Protection: The system automatically verifies phone numbers against existing customers and skips duplicates so you never accidentally double-bill.
- Auto Grouping: Any colony or area entered in the Group column is automatically matched to existing groups or created as a new customer group badge.
Customer Form Fields Reference
Quick reference guide for customer registration fields:
| Field Name | Status | Example Input | Purpose |
|---|---|---|---|
| Customer Name | Mandatory * | Ramesh Bhai Patel | Customer or shop business name (min 2 chars). |
| Delivery Address | Mandatory * | Flat 204, Royal Palms | Physical drop location + 1-tap Google Maps GPS navigation. |
| Mobile Number | Optional | 9876543210 | Enables 1-click WhatsApp monthly PDF bills & payment receipts. |
| Advance Amount | Optional | ₹500 (Cash/UPI) | Security deposit or advance credit. Auto-deducted from monthly bills. |
| Opening Balance | Optional | ₹350 (Old Due) | Starting pending balance migrated from previous register/diary. |
| Initial Jars Held | Optional | 2 Cans | Number of empty water cans currently at the customer's house. |
| Delivery Schedule | Optional | Daily / Interval / Odd-Even | Auto-filters customer on Daily Entry screen on scheduled delivery days. |
| Customer Group | Optional | Sector 12 Colony | Colony/route classification badge with custom color tags. |
Frequently Asked Questions
How does Advance Deposit get adjusted in monthly bills?
When you generate monthly delivery bills in the Billing section, PaniHisab automatically checks the customer's available advance credit. The advance amount is deducted from the total delivery charges, and the customer receives an itemized bill showing: Total Bill − Advance Adjusted = Net Payable.
Can I import customers from Excel on a smartphone?
Yes! The Bulk Add modal is fully mobile-responsive. You can select an Excel/CSV file from your phone storage or use the In-App Table Grid to quickly add rows on your smartphone or tablet.
Can I set different water jar rates for different customers?
Yes! If left blank, the customer is billed at your standard default product rate (e.g. ₹30/jar). If a hotel or corporate customer negotiates a bulk rate (e.g. ₹22/jar), you can specify their custom rate, and the system will automatically charge that rate during daily delivery entry.
What happens when a customer returns empty jars?
During daily delivery logging on the Daily Entry screen, drivers enter delivered jars and collected empty cans in 2 taps. The customer's Jars Held count updates in real time, preventing lost cans.
Next Step Guide
Learn how to enter 2-tap daily jar deliveries and returnable jar drops.