Managing organisations

Under Organisations, you manage all customers, suppliers and service providers.

Here you can store basic information:

Company name, customer number, general email address, debtor and creditor number, VAT ID, electronic invoicing address, credit limit and the preferred language.

For the customer number in particular, it can make sense to keep the number from your old system to ensure a clear match in your accounting.

⚠️ Important: Customer numbers from deleted customers cannot be reused, as Keyline only allows each number once — otherwise, duplicate customer numbers could be passed to third-party systems.

Here you can create contacts with the usual contact details. You can also add them directly during a calculation once you have selected the customer.

Here you can edit, delete or mark addresses as “no longer used”.

All addresses entered as recipient addresses and delivery addresses are listed here.

New addresses are only added as part of the current calculation process — never “just in case”.

Here you define individual payment terms that apply only to this organisation and can be selected for an order.

During a calculation, this information is displayed at the top right via the business card icon with a red dot.

Here you can store special requirements such as fixed margins, shipping terms or other notes — everything that matters for this customer.

If you regularly work with agencies or print brokers, you can define commissions here that are created automatically as credit notes during invoicing.

Here you can define a person responsible so that sales revenue can be allocated to the internal sales team and analysed internally.

If a customer is allowed to create orders automatically in Keyline — for example, through an online portal or Web2Print system — you can generate an API key here and pass it to the service provider.

All API keys can be viewed and managed centrally in the admin area under Accounts > API permissions.

For each organisation, the total net revenue from all issued invoices is displayed.