Customer Sales and Marketing Management is the central record for every client in Elecate. It stores everything the system needs to connect a customer to events, billing, sales activity, and logistics; from basic contact information to tax status, payment methods, CRM pipeline tracking, and cost center visibility.
Every customer record is built from diffent tabs. Together they define how the customer appears throughout the platform: in event orders, proposals, dispatching, financial reports, and marketing campaigns.
| Tab | Purpose |
|---|---|
| Primary Contact | Main contact details, marketing classification, status, and salesperson assignment |
| Billing | Billing address, tax setup, payment methods, and accounting preferences |
| Additional Info | Prospect profiling, financial budget, web access, delivery/pickup defaults |
| Notes | Internal notes, delivery directions, sales strategy, allergy information |
| CRM | Sales pipeline tracking, call-backs, appointments, and CRM activity log |
| Calendar | Monthly view of all events and CRM activity tied to this customer |
| Cost Centers & Venues | Controls which business units can see and use this customer record |
These are the options that will show up in a drop down menu in Customer Marketing Info and be carried through the entire system whenever the Customer is used.
Each client can be assigned a general customer type. You can customize your customer types according to the type of service they provide. You must define each Customer Type as taxable or exempt.
How to access Customer Marketing Management
- Go to Sales & Marketing on the left side panel.
- Click Customer (CRM).
- Click Customer Marketing.
- Click on Customer Sales and Marketing Management.
To add a new customer record
1. Click New Entry.
2. Fill out the organization information.
- Click on Save.
To edit a customer sales and marketing information:
- Go to Sales & Marketing on the left side panel.
- Click Customer (CRM).
- Click Customer Marketing.
- Click on Customer Sales and Marketing Management.
- Click the pencil icon on the Action column.
- Edit the desired information across the relevant tabs, once finished click on Save.
Field Definitions by Tab
Tab 1 — Primary Contact
This tab captures the core identity of the customer: who they are, where they are, and how to reach them. It also holds the marketing classification fields that carry through all events and reports.
Primary Contact Information
Contact Name section
| Field | Description |
|---|---|
| Photo | Optional client photo or logo. Accepted formats: .jpg, .png. Max 5 MB. |
| Organization | Links this contact to a parent organization record (dropdown + quick-create button) |
| ID | Auto-generated system identifier. |
| Client or Company Name (1st Line) | Primary display name. Max 30 characters. |
| Overflow Name | Continuation of the company name if it exceeds 30 characters. Max 30 characters. |
| Contact | Primary contact person — First Name and Last Name |
| Dear | Salutation used in correspondence (e.g., Mr. Last Name or First Name) |
| Admin Asst | Name of the administrative assistant for this contact |
| Title | Job title of the primary contact (dropdown) |
Contact Address section
| Field | Description |
|---|---|
| Address | Street address for this customer |
| City | City |
| State | State (dropdown) |
| Country | Country (dropdown, defaults to USA) |
| Zip Code | Postal code — use the search icon to look up and auto-fill City/State |
| Jurisdiction | Tax jurisdiction applied to events for this customer (dropdown, tied to postal code setup) |
Contact Info section
| Field | Description |
|---|---|
| Office or Primary Phone | Main business phone number with extension (Ext) field |
| Mobile | Mobile phone number |
| Home | Home phone number |
| Fax | Fax number |
| Primary email address | |
| Website | Customer website URL (must include http:// or https://) |
Marketing Info
| Field | Description |
|---|---|
| Salesperson | Assigns a salesperson to this customer. Drives commission tracking and sales reports. |
| Customer Type | Classifies the customer (e.g., Corporate, Wedding, Non-Profit). Must be defined in General Setup → Marketing → Customer Type Management. Determines taxable/exempt status. |
| Referred By | Tracks the referral source for this customer |
| Mail Type | Assigns one or more mail type categories for marketing campaigns (multi-select) |
| Opt Out | Toggle ON to exclude this customer from marketing emails |
| Cost Center (Business Unit) | The primary business unit for this customer (e.g., CATERING). Controls visibility and financial allocation. |
Status & Priority
| Field | Options | Description |
|---|---|---|
| Status | Active / Pending / Dormant | Current relationship status with this customer |
| Priority | High / Medium / Low | Sales priority level for this customer |
Tab 2 — Billing
This tab stores the customer's billing address (if different from the primary contact), financial identifiers, payment settings, and stored payment methods.
Customer Billing
| Field | Description |
|---|---|
| Company | Billing company name (if different from primary contact) |
| Client 2nd Line | Second line for the billing company name |
| Contact | Billing contact person name |
| Address | Billing street address (two lines available) |
| City / State / Country / Zip Code | Billing address components |
| Phone | Billing phone number |
| Fax | Billing fax number |
| Billing Email | Email address where invoices and billing statements are sent |
Details
| Field | Description |
|---|---|
| P.O. # | Purchase order number required for this customer's invoices |
| Billing Account Number | External accounting system account number |
| Tax Exempt ID # | Tax exemption certificate number. If populated, marks this customer as tax exempt. |
| Secondary Account # | Secondary account reference number |
| Accounting Export # | Identifier used when exporting records to accounting systems |
| Replicate | Internal notes about record replication preferences |
| Commissionable | Toggle ON if events for this customer generate sales commissions |
| Apply Convenience Fee | Toggle ON to automatically apply a convenience fee to this customer's invoices (default: ON) |
| Use Email for Statement | Toggle ON to deliver billing statements by email instead of print |
| Billing Reminder | Toggle ON to send automated billing reminders to this customer (default: ON) |
| Enable ACH | Toggle ON to allow ACH (bank transfer) payments for this customer |
| Customer Export Status | Read-only indicator showing whether this record has been exported to the accounting system (e.g., Not Exported) |
Payment Information
Review Credit Card Details (Read-Only)
| Field | Description |
|---|---|
| Card Type | Credit card brand (e.g., Visa, Mastercard) |
| Card Number | Stored card number (masked for security) |
| Is Token | Indicates the card number is stored as a payment token |
| Name on Card | Cardholder name |
| Card Expiration | Expiration date of the stored card |
Use Add Credit Card / Delete Credit Card buttons to manage stored cards.
Review ACH Details (Read-Only)
| Field | Description |
|---|---|
| Name on Account | Account holder name |
| Routing Number | Bank routing number |
| Account No. | Bank account number |
| Customer ID | Customer identifier used by the payment processor |
| Account Type | Checking or Savings (dropdown) |
| ID Type | Type of identification used for ACH verification (dropdown) |
ACH fields are read-only in this view. ACH must be enabled via the Enable ACH toggle in the Details section before ACH payment details can be stored.
Tab 3 — Additional Info
This tab captures prospect profiling data, budget information, web/mobile access credentials, customer delivery/pickup defaults, and an email history log.
Prospect Profile
| Field | Description |
|---|---|
| Wedding Prospect | Classifies whether this customer is a wedding prospect (dropdown) |
| Location | Geographic location category for this prospect (dropdown) |
| Frequency | How frequently this customer typically places orders (dropdown) |
| Company Size | Size classification of the client's organization (dropdown) |
| Geography | Geographic territory this customer belongs to (dropdown) |
| Type of Business | Industry or business type classification (dropdown) |
Financial Budget
| Field | Description |
|---|---|
| Event Budget | Estimated budget per event for this customer |
| Annual Budget | Total estimated annual catering/event budget |
| Fiscal Year End | Date when this customer's fiscal year ends |
Allow Customer Mobile/Web Access
| Field | Description |
|---|---|
| Customer Web | Toggle ON to grant this customer access to the Elecate web portal |
| Password | Web portal password for this customer |
| Enable Customer Client App Access | Toggle ON to grant access to the Elecate mobile client app |
Customer Defaults
Delivery Defaults
| Field | Description |
|---|---|
| Day of Week | Default day for deliveries to this customer |
| From / To | Default delivery time window (e.g., 06:00:00 AM to 08:00:00 PM) |
Pickup Defaults
| Field | Description |
|---|---|
| Day of Week | Default day for pickups from this customer |
| From / To | Default pickup time window |
Defaults
| Field | Description |
|---|---|
| Default Route | The delivery route automatically assigned to events for this customer |
| Default Event Type | The event type pre-selected when creating new events for this customer |
| Default Room | The default room or venue pre-selected for this customer's events |
Email History
Read-only grid showing all emails sent to this customer from within Elecate. Columns: Sent, Subject, Address, Attachment, Source, ID.
Tab 4 — Notes
This tab stores all internal notes, delivery directions, and sales intelligence for this customer.
Primary Notes
A rich text editor for general internal notes about this customer. Supports bold, italic, underline, bullet lists, tables, and image insertion. Click Add Note to save entries — notes are appended to the History log below the editor.
Directions
| Field | Description |
|---|---|
| Customer Delivery Directions | Free-text field for delivery access instructions specific to this customer (e.g., loading dock location, gate codes, parking) |
Additional Notes
| Field | Description |
|---|---|
| Sales Strategy | Internal notes on the sales approach for this customer |
| Products or Services | Notes on which Elecate products or services this customer uses or is interested in |
| Key Contacts | Names and roles of key decision-makers beyond the primary contact |
| Allergy | Allergy or dietary restriction notes that should carry through to event production |
Tab 5 — CRM
This tab manages the full sales pipeline for this customer — tracking the last and next sales actions, scheduling appointments, and logging all CRM activity.
CRM Actions
| Field | Description |
|---|---|
| Last Action | The most recent sales action taken with this customer (dropdown) |
| Next Action | The planned next sales step (dropdown) |
| Sales Phase | Current stage in the sales pipeline (dropdown — must be configured in General Setup) |
| Mail Type | Mail type categories associated with the current CRM campaign (multi-select) |
| Call Back | Date and time scheduled for the next call-back |
| To-Do or Reminder | Date and time for a follow-up reminder |
| Appointment | Scheduled appointment date and time |
| Duration | Duration of the scheduled appointment |
| Survey Results | Free-text field to record customer survey responses or feedback |
Click Last Actions to view the history of all previous CRM actions logged for this customer.
CRM Log
Read-only grid of all CRM activity logged for this customer. Columns: Source, Type, Task Date, Last Action, Next Action, Sales Phase, Logged Date, Salesperson, Completed, Cancelled.
Stored Files
Attach and manage documents associated with this customer record. Click Add File to upload. Columns: Public, File Name, Description, Tags, Source, Sequence, Created, Created By, Edited, Edited By.
Toggle Public ON to make a file visible to the customer via the web portal.
Tab 6 — Calendar
Displays a monthly calendar view of all events, deliveries, and CRM activities associated with this customer.
| Control | Description |
|---|---|
| Today | Jumps the calendar to the current date |
| ◄ / ► | Navigate to the previous or next month |
| Day / Week / Month | Toggle the calendar view |
| Customer History | Opens a summary of all historical events for this customer |
Tab 7 — Secondary Contact
This tab stores a second point of contact for the customer — useful when there is an alternate decision-maker, a spouse, an event coordinator, or a different on-site contact separate from the primary record.
Secondary Contact Information
| Field | Description |
|---|---|
| Prospect ID | Auto-generated identifier for this secondary contact. Read-only. |
| First Name | Secondary contact's first name |
| Middle Initial | Middle initial |
| Last Name | Last name |
Secondary Contact Address
| Field | Description |
|---|---|
| Address | Street address for the secondary contact |
| City | City |
| State | State |
| Country | Country (defaults to USA) |
| Zip Code | Postal code — use the search icon to auto-fill City/State |
Secondary Contact Phones
| Field | Description |
|---|---|
| Office or Primary Phone | Main business phone with extension (Ext) field |
| Mobile | Mobile phone number |
| Home | Home phone number |
| Secondary contact's email address | |
| Website | Secondary contact's website (include http:// or https://) |
Notes
Free-text field for any additional notes specific to this secondary contact (e.g., preferred communication method, availability, relationship to primary contact).
Tab 7 — Cost Centers & Venues
Controls which business units can see and work with this customer record, and links specific rooms, suites, and staff to this customer.
Linked Cost Centers
| Column | Description |
|---|---|
| Available Cost Centers | All cost centers configured in the system (e.g., CATERING, RENTALS-NORTH, RENTALS-SOUTH, Admin, Elecate Cafe, Elecate Dining Hall, Catering-West) |
| Selected Cost Centers | Cost centers that can see and use this customer record |
Use the » button to move a cost center from Available to Selected. Use « to remove it.
A customer assigned only to CATERING will not appear in dropdowns or reports for RENTALS-NORTH users.
Customers, Staff, Rooms, Suites & Venues
Links specific rooms and staff members to this customer record. Useful for repeat clients who always use the same venue rooms or work with dedicated staff.
| Field | Description |
|---|---|
| Enter Room Name or ID | Search and link a room to this customer |
| Enter Staff Name or ID | Search and link a staff member to this customer |
| Add Room / Remove Room | Buttons to add or remove room associations |
| Add Staff / Remove Staff | Buttons to add or remove staff associations |
The grid below shows all currently linked rooms and staff: Room ID, Room Name, Staff ID, Staff Name.