Creating and Managing Companies, Customers, and Subcontractors

Opening Companies

Go to Contacts > Debtor Company.

The upper table shows all existing company records. Select an existing company to edit it, or click New to create a new company.

Creating a New Company

To create a company manually, click New and enter the basic data in the General Info tab.

The most important information when creating a company is:

• a clear company name
• a unique company code
• country, postcode, city, and address
• relevant contact details
• the correct language
• the correct depot, if your setup uses depots

The Code is especially important because it is used to identify the company in tables, searches, exports, and internal processes.

After entering the required data, click Save.

Creating a Company with AI

You can use the AI button to create or complete company data faster.

Click AI in the toolbar. A window opens where you can paste company information, for example from an imprint, a company website, an email signature, or an address block.

After pasting the information, click Extract Address with AI.

Logistiqo tries to extract the company details and fill the matching fields automatically. This is helpful when creating new customers or subcontractors from existing external information.

Always review the extracted data before saving. Check especially:

• company name
• address
• postcode and city
• country
• phone number
• email address
• contact person
• company code

The AI function supports data entry, but the final check should always be done by the user.

General Info

The General Info tab contains the basic company and address data.

Use this tab to maintain the company name, code, address, depot, language, and contact information. The Language field is important because it can affect the language of generated documents and communication for this company.

If documents for a customer are generated in the wrong language, this is one of the first settings to check.

Accounting

The Accounting tab is used when the company is relevant for invoicing, subcontractor invoices, accounting exports, payment terms, price lists, or credit control.

Typical settings in this tab include:

• payment conditions
• rate group or price list assignment
• debtor or creditor account
• accounting templates
• currency
• bank settings
• invoice text

The invoice settings define how invoices are created for this company. For example, a customer can be set up for collective invoices, weekly invoices, monthly invoices, discounts, price lists, factoring, or e-invoices.

Only activate invoice settings that match the actual billing agreement with the customer. Incorrect settings can lead to invoices being grouped, split, or created differently than expected.

Miscellaneous

The Miscellaneous tab is mainly used for operational defaults.

This is where you can define values that should be used automatically when a new shipment is created for the customer, such as:

• default sender
• default consignee
• default goods description
• shipment type
• transport unit
• volume factor
• preselected services
• invoice recipient
• warehouse billing settings

These settings are useful for customers with recurring shipment patterns. They reduce manual entry and help users create shipments consistently.

Interfaces

The Interfaces tab is only relevant if the company is connected to external systems or electronic data exchange.

Depending on your setup, this can include e-invoice settings, endpoint information, Shipcloud, Logistiqo Network, GLN, Timocom, Fortras, FTP, or other interface-related fields.

Only maintain these fields if the corresponding interface is actually used.

Uploading Documents to a Company

Documents can be stored directly on a company record.

Open the company and click Documents in the toolbar. Then drag a file into the upload area or click the upload area to select a file.

This can be used for documents such as:

• contracts
• customer agreements
• supplier agreements
• onboarding documents
• special instructions
• commercial or legal documents

After uploading the document, save the document window.

What to Check Before Saving

Before saving a new or changed company, check whether the company is ready for the process in which it will be used.

For a customer, check address, language, payment conditions, invoice settings, and price settings.

For a subcontractor or supplier, check creditor-related settings, payment conditions, and expense-related accounting settings.

For shipment-related use, check default shipment values, sender or consignee settings, and relevant instructions.

Common Issues

If a company cannot be used as expected, the reason is often missing or inconsistent master data.

Common causes are:

• missing or duplicated company code
• incomplete address
• missing payment condition
• wrong language
• missing price list or rate group
• invoice settings that do not match the intended process
• company is inactive
• required interface data is missing

If a company does not appear in a selection list, check whether it is inactive or restricted by a setting.

Summary

Companies are maintained under Contacts > Debtor Company.

Use the company record to manage basic company data, address and contact information, accounting settings, invoice behavior, shipment defaults, interfaces, and company-related documents.

The AI function can speed up company creation from copied address information. The Documents button can be used to store contracts and other company-related files directly on the company.