Practical knowledge for Swiss SMEs
Master data & customer portal
Guides for “Master data & customer portal” in : step by step, with the place in the menu, the steps and the limits.
Master data & customer portal
Customers
Finance | base › Customers
Manages the company’s debtors with defaults for new documents. The list is searchable; on a customer page you see documents, “Open items” and the customer portal.
Step by step
- Choose “New customer”, enter “Address” and the defaults, then save.
- In the list, search by company, contact, town or email and open a customer.
- On the customer page, start a document directly with “New quote” or “New invoice”.
- In the “Customer portal” box, copy the link or set a “Portal password”.
- With “Deactivate customer”, you remove a customer from the selection for new documents.
Check duplicate customers
Finance › Kunden
Creating a customer detects matching company names or email addresses within the same company.
Step by step
- Review the existing customer. To create another customer, explicitly confirm saving despite the duplicate.
Items
Finance | base › Items
Maintains products and services with price, VAT code, revenue account and customer-specific prices. Items are chosen in documents and recurring invoices. Physical item, Service, Digital, Shipping, Expenses/disbursements. Purchase price, GTIN, supplier item number, variants, labels and inventory are only available for physical items. Clear existing values before changing the type.
Step by step
- Create an item with “New item” and enter “Item number”, “Description”, “Price CHF” and “VAT”.
- In the list, search by “Number, text or category” or filter by “Category”.
- Click an item to edit it.
- In the “Customer prices” box, store a customer with their own price or discount.
- Billing interval: One-off, Per month, Per quarter, Per year.
- A proposed item type carries an internal review note. Check the type and save a change or choose “Mark as reviewed”. The list offers a “To review” filter with a counter. Removal is logged; the note is not exposed through the public or mobile API.
Projects
Finance | base › Projects
Lists the company’s projects with customer, status, invoiced hours and amounts and the budget progress. The project list is shared with HR | base time recording.
Step by step
- Open Finance | base › Projects.
- Choose «New project» and enter number, name, customer, billing type and budget.
- Save – the project then opens with tasks, time, milestones and hourly rates.
Project
Finance | base › Projects › open a project
A project with tabs: overview (details, budget), tasks as a kanban board, time (invoice open hours, record manual time), milestones (reached, invoice) and hourly rates with activities.
Step by step
- On the «Tasks» tab, create tasks and move them between columns with the arrows or by drag and drop.
- On the «Time» tab, choose the date, select the open lines and click «Invoice hours» – a draft invoice is created.
- On the «Milestones» tab, mark a milestone as reached and invoice it for fixed-price projects.
- On the «Hourly rates» tab, set rates per person or activity.
Customer portal
Finance | base › Sales settings › Portal
Shows the link to the public storefront, reviews customer uploads and approves self-registrations. The customer portal always runs under app.kmubase.ch/<short name>; there is no custom domain.
Step by step
- Open the sales settings and choose the “Portal” section.
- View uploads and accept or reject them.
- Approve confirmed self-registrations; the customer receives the portal link by email.
Link the portal on your website
Finance | base › Settings › Finance settings › Sales and invoices › Portal
A public login link and HTML embed code are available to copy for your website.
Step by step
- Copy the login link or HTML code under “Customer portal on your own website”.
- Insert the code on your website and open the login page.
Payments, documents and contacts in the customer area
Customer area › Invoices, quotes, orders, payments and profile; Sales › Customers
Pay outstanding invoices together online, separately by currency; without online payments, pay each QR invoice using its own reference. QR codes appear on invoice details. Year filters, selected ZIP downloads, account statement dates and invoice or quote uploads are available. Contacts can have quotes-only access, enforced for direct links and ZIP downloads too. Acceptance leads to a thank-you page; an issued order confirmation links back to the accepted quote. The full customer area requires personal sign-in. Old customer-wide links show a guest notice with sign-in and invitation guidance; existing sessions created from those links no longer grant full access either. Individual documents remain accessible through their own email links. On phones, amounts and statuses appear on separate lines that can wrap.
Step by step
- Check the outstanding total per currency and choose an available online method; otherwise pay each QR invoice separately.
- Filter by year and status, tick documents and download the selected ZIP. Enter the account statement date range.
- Upload documents on an invoice or quote. Invite and manage contacts in the profile or with sales permission in the backoffice.
- When opening an old customer-wide link, sign in or ask the supplier for a personal invitation. Open an individual document through its own email link.
Customer portal: notifications and open tasks
Finance | base › Overview › Tasks; Sales › Customers or document
Customer portal payments appear in the notification bell. New uploads, accepted quotes without a follow-up document, address change requests and unread customer questions appear in tasks with a link to the customer or document. Uploads are visible on their assigned document and can be accepted or declined there. Portal history shows the associated contact person.
Step by step
- Open and process the task. It disappears after accepting or declining an upload, converting the quote or deciding on the address request. Unread questions lead to the document conversation.
- The previous billing email confirms a change using a single-use link valid for 24 hours. The request can then be approved internally. No confirmation is needed if no previous email exists.
- Use the optional Finance setup checklist step to configure online payment under Sales › Settings › Payments.
The next step starts with a conversation.