Edit Customer Details (Update Contact, Business & Billing Info)

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Edit Customer Details (Update Contact, Business & Billing Info)

Keeping your customer records accurate is essential for smooth operations. In OctopusPro, a customer profile acts as your CRM contact record—it’s used across bookings, inquiries, quotes/estimates, invoices, complaints, and customer communications.

When a customer’s details are saved correctly, OctopusPro can auto-fill their information when creating new records, reduce manual data entry, and help ensure emails/SMS and job details reach the right person. This guide shows the fastest ways to update customer details from the customer profile or directly from job records.

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Why updating customer details matters

  • Fewer mistakes: prevents sending confirmations, reminders, invoices, or updates to an old email/phone number.
  • Faster scheduling: customer details can auto-fill when creating new bookings/quotes/invoices, reducing repetitive entry.
  • Cleaner reporting: accurate customer records improve CRM reporting and customer history visibility.
  • Better customer experience: customers receive the correct branded communications (especially if you use trading names/sub-brands).

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Edit customer details from the Customer Profile

Use this method when you want to update the customer’s master CRM record (recommended).

  1. Go to Customers → All Customers.
  2. Locate the customer (use the search box to find them by name, phone, email, or address).

Screenshot: Customers → All Customers list (keep the existing image from the current page here).

  1. Click Actions beside the customer, then select View Customer Profile.

Screenshot: Actions menu → View Customer Profile (keep the existing image from the current page here).

  1. Inside the customer profile, open Actions again and select Edit customer details.

Screenshot: Customer profile → Actions → Edit customer details (keep the existing image from the current page here).

  1. Update the fields you need, then click Save.

Tip: If you don’t see the edit option, your user role may not allow it. Review your permissions here: Role-Based Access Control & User Permissions.

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What you can edit (fields explained)

1) Customer contact details
  • First Name / Last Name
  • Email (used for email communications and portal access, if enabled)
  • Phone / Mobile (include area/country code; you typically don’t need dashes)
  • Fax (if applicable)

Best practice: store details in a consistent format (especially phone numbers) to reduce duplicate customer creation and improve matching/deduplication.

2) Billing address

You can update the customer’s billing address fields such as:

  • Address (street + unit/suite if relevant)
  • City / Town
  • State / Region
  • Country
  • Postcode / ZIP

Note: If you need to manage multiple service locations/assets for a customer (e.g., multiple properties, dependents, vehicles, sites), use Customer Properties: Customer Dependents / Properties.
Diagram showing Customer Properties for children, vehicles, pets, and properties linked to a customer profile

3) Business details (B2B customers)

If the customer is a business, you can update:

  • Business type (select first)
  • Business name
  • Trading name / sub-brand (if your account uses multiple trading names)

Learn more about managing trading names/sub-brands here: Manage Multiple Trading Names / Sub-Brands.

4) Additional CRM fields (optional, depends on your setup)

Depending on your account configuration, you may also see customer profile fields such as custom fields, tags/labels, internal notes, and other customer attributes.

To configure extra customer profile fields, see: Customer Profile Customization (Custom Fields).

Customer Profile Customization using Custom Fields

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Edit customer details from bookings, inquiries, quotes, invoices, or complaints

If you’re already working inside a record (e.g., a booking or quote) and notice incorrect customer details, you can update the customer record without leaving your workflow.

Where you can do this: Bookings, Inquiries, Quotes/Estimates, Invoices, and Complaints.

  1. Open the relevant record (e.g., Bookings → All Bookings).
  2. Locate the customer section on the record.
  3. Use either method below:
  • Method A (Actions menu): Click Actions and select Edit customer details (or equivalent option shown on your screen).
  • Method B (open profile first): Click/hover the customer name to open the customer profile, then use the profile Actions → Edit customer details.

Screenshot: Edit customer details from within a job record (keep the existing image from the current page here).

Important: Updating the customer profile improves accuracy for future communications and new records. Already-sent emails/PDFs remain as previously delivered, but future messages will use the updated customer details.

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Best practices (avoid duplicates, keep data clean)

1) Prevent duplicate customer profiles
  • Use consistent email and phone formats (country codes, spacing).
  • Search before creating a new customer record.
  • Merge duplicates when they appear (recommended cleanup step).

Customer Data Merge Workflow - Duplicate Customer Profile Consolidation

Guide: Merge Duplicate Customers.

2) Let customers keep their own details updated (optional)

If you want customers to manage their own profile information (e.g., email, phone, billing address) through the Customer Portal, review:

Customer Portal – Profile Management

3) Control who can edit customer records

To protect sensitive information and maintain data consistency, configure who can view/edit customer details using:

4) Keep a full customer history (recommended for sales, support, and billing)

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