The Customers tab in the Vanilla Dashboard provides a centralized view of all customers associated with your account, along with tools to manage customer status, subscriptions, payments, and billing.
Accessing Customers
Navigate to Customers from the left-hand sidebar of the Vanilla Dashboard.
This section allows you to add, view, and manage customers and their related activity.
Customer Overview
At the top of the Customers page, you will see summary metrics including:
Total Customers
Active Customers
Active customers are those who currently have at least one active subscription.
You may also see a breakdown showing:
Total customers
Active customers
Recently inactive customers
Customers Table
Below the summary metrics is the Customers table, which displays a list of all customers.
Each row includes:
Customer name
Store where the customer has transacted
Associated subscriptions
First bill date
Next bill date
Most recent bill date
Customer status (active or inactive)
Manage option
Click the edit icon to manage the customer
Customer Details
Clicking on any customer opens the Customer Details page, which provides a comprehensive view of that customer’s activity and information.
Customer Profile
The customer profile includes:
Customer name
Unique Customer ID
Status
Cardholder information
Store where transactions occurred
First transaction date
Join date
Primary contact email address
Transactions Tab
The Transactions tab shows all transactions associated with the customer.
Each transaction includes:
Transaction date
Transaction type (charge or refund)
Payment Intent
Store location
Transaction amount
Clicking on a transaction opens the Transaction Details view, which includes:
Transaction date
Payer name
Provider (if applicable)
Transaction type
Cardholder details
Provider ID (if applicable)
Payment Intent
Customer ID
Store
Transaction amount
Receipt ID (required for refunds)
Full breakdown of line items, taxes, tips, discounts, and refunds
When investigating subscription billing, review both the customer’s subscription and its associated payment activity. See Managing Customer Subscriptions for common subscription billing scenarios.
Subscriptions Tab
The Subscriptions tab displays all subscriptions associated with the customer.
For each subscription, you will see:
Subscription image
Subscription name
Creation date
Next billing date
Price
Subscription type (good or service)
Subscription status (started or not started)
From this tab, you can:
Manage or delete existing subscriptions
Add a new subscription to the customer
Need help understanding an Active, Past Due, or canceled subscription?
See Managing Customer Subscriptions for information about subscription statuses, billing dates, cancellations, failed payments, and changing a customer’s subscription.
Adding a Subscription to a Customer
To add a subscription:
Click the Add Subscription button.
Begin typing the first two letters of the subscription name.
Select the subscription from the autocomplete list.
Optionally add a note.
Save to apply the subscription to the customer.
Subscription labels
You can add a label to a customer’s subscription to provide additional context about what the subscription is for. Labels are especially useful when a customer has multiple subscriptions or when the person paying for a subscription is different from the person receiving the service.
For example, a label could identify:
The child or student associated with a tuition subscription
Who is paying for the subscription
A class, program, membership, or service associated with the subscription
Other information that helps your team distinguish between similar subscriptions
To add a label, click + click to add a label beneath the subscription name and enter the information you want to associate with that subscription.
Create a Payment for a Customer
You can process a one-time payment directly from a customer’s profile.
Open the customer and select Create Payment. VanillaPOS will automatically associate the customer with the payment, so you do not need to search for them again.
You can then select the store, enter the payment amount, add any applicable tip, and use an existing payment method or enter a new card.
If you enter a new card, you can choose to save the card to the customer’s account and make it their default payment method.
For complete instructions, see How to Create a Manual Payment.
Billing and Invoices Tab
The Billing and Invoices tab provides:
Billing history
Invoice records associated with the customer
Manual Invoices
From the Customer Details page, you can create a manual invoice by selecting the Create an Invoice button.
Customer Management Tools
Import Customers
At the top of the Customers table, you will find an Import Customers option.
Important notes:
This is a dedicated feature with specific restrictions.
Review all on-screen instructions carefully before importing.
The import process affects customer records in your account and can only be done once
Please Note: the Import Customers option will work only if you are importing customers from another Stripe account. External / 3rd party customer records cannot be imported.
Filtering Customers
Use the Filters option to refine the Customers table by:
Most recent billing date range
First billing date range
Store location
Subscriptions enrolled
Customer status (active or inactive)
Adding a Customer
To add a customer manually:
Click Add Customer.
Enter the following required fields:
First name
Last name
Email address
Phone number
Unique multi-digit customer identifier (not required - this is useful when linking to a 3rd party / external system)
Use the enable/disable toggle in the upper right to set the customer’s status.