Manual / Customers

Managing customers (debtors)

Updated on 2026-04-26

Managing customers (debtors)

Manage → Customers — overview and management of all debtors (guests and companies).

Debtors list with search and filters

Adding a new customer manually

Most of the time, debtors are created automatically as soon as a new guest books. Sometimes you want to create one in advance yourself — e.g. for a corporate client or for a quote.

  1. Open Manage → Customers → New debtor
  2. Fill in at least First name, Last name and Email or Phone
  3. Optional: company name, VAT number, billing address, language preference
  4. Create — the debtor can now be linked to bookings and invoices

New debtor — form

CRUD actions

  • ➕ New customer
  • ✏️ Edit customer (name, address, contact, VAT, IBAN, notes)
  • 🗑️ Delete (only if there are no bookings or invoices attached)

Fields

  • First name + last name
  • Company name (optional)
  • VAT number (optional)
  • Company chamber ID (KBO, optional)
  • Email, mobile, phone
  • Address, postcode, city, country
  • Bank IBAN (for payouts on credit notes)
  • Notes (free text field)
  • Latitude/longitude (for the map — automatically filled via geocoding when the address changes)

Searching

The Filament search bar works on all fields at once. Type "Vannerom" → match on last_name. Type "+32470" → match on mobile. Type "BE0123" → match on VAT.

MyTourist sync (optional)

Hourly via the SyncDebtors command — debtors from MyTourist are synced into BedFlow. Existing records are not overwritten (only empty fields are filled in).

New debtors created through BedFlow (widget, admin form, quote) have a unique external_id starting with OV-D- — so you can immediately see it is a BedFlow-native record.

Booking link

From a customer detail you can see all bookings and invoices. Handy for returning guests — see their full history at a glance.

Communication

Click the email or phone to open an email/WhatsApp directly. Per customer you also see all recent emails (from the EmailLog).

Privacy / GDPR

On deletion the debtor is hard-deleted (no soft delete). Bookings are preserved via debtor_id = null. Honour a GDPR deletion request by hard-removing their record — historical invoices remain (legally required for 7 years).

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