Customers and segments
How customers are loaded, how what they spend is counted, and how BenchyOps groups them into VIP, loyal, quoters and new.
On this page
How customers are created
You have three paths, and all of them end up in the same Customers list:
- By hand: in Customers, tap Create customer and fill in Name (required), Email, Phone / WhatsApp and Instagram (optional).
- From a quote: if you type a customer that does not exist yet while quoting, BenchyOps creates it and links it to that quote. To avoid duplicates, it first looks by name or phone.
- From the store: shop orders do not ask for a workshop customer. They are saved under Consumidor final, but they keep the name and contact the buyer left.
A customer is also created when someone accepts a quote from the public link: it uses the name and contact you had loaded on that quote.
The "Consumidor final"
Consumidor final is a system customer that already exists. It is used for sales that have no real customer behind them, and it is the one the quote calculator starts with by default.
It does not count toward your plan customer limit: even if you are right at the top, it takes no slot. Its quotes do not make it show up as a customer to segment either.
Total spent: when it adds and when it subtracts
The Total spent of a customer rises when a quote moves to Completed, Delivered or Shipped: that quote total is added. If you complete it piece by piece with the 1 button, the total is added only when the last piece is done.
If the quote stops being won (you move it back to Approved, cancel it or reject it), that total is subtracted. BenchyOps never leaves the spend negative: if old data gave less than zero, it leaves it at zero.
- Internal prints do not add to any customer spend.
- A quote with no linked customer adds to no one.
- Deleting a customer does not change the total of its past quotes.
Won, not collected
The total spent goes up when the quote is won, not when you record the payment. Collecting is a separate step. See Payments, expenses and what you are owed.
The segments and their rules
BenchyOps tags each customer with badges based on their quote history:
| Segment | When it is assigned |
|---|---|
| VIP | Their total spent is over the VIP amount. |
| Loyal | They have more quotes than the Minimum orders and their success rate reaches the configured Success rate. |
| Quoter | They have more quotes than the minimum, but their success rate stays below the configured one. |
| New | They registered fewer days ago than the Newness days. |
The success rate is how many of all their quotes ended up won (Completed, Delivered or Shipped) over the total. Pending, rejected and draft ones count toward the total.
The default values are $50,000 VIP amount, 5 orders and 50% success for loyalty, and 30 days to consider someone new.
You set them in Customers → Settings → Segmentation rules. There you adjust the VIP amount ($), the Minimum orders (loyalty), the Success rate (%) (loyalty) and the Newness days. The owner and admins see that screen.
In the list, the All, VIP, Loyal, Quoters and New tabs filter by each badge.
Contact and WhatsApp
The customer phone is loaded under Phone / WhatsApp, and from the list you have a WhatsApp button and an email button to write to them.
Include the country code
For the WhatsApp button to work, type the number with the country code, for example +54 9 11 1234 5678. The same advice applies to balance reminders and quote messages.
Deleting a customer
When you delete a customer, it moves to the Trash: it disappears from the list and from the stats, but it is not lost. From the trash you can Restore it, as long as your plan still has a customer slot.
To erase it forever you have to confirm it from the trash. The owner, admins and employees can delete customers; collaborators cannot.
Frequently asked questions
Can two customers have the same name?
You can create it, but while quoting BenchyOps looks by name or phone before creating a new one, so it avoids duplicates.
Why is a customer who bought a lot not VIP?
Because the total spent adds what is won (Completed, Delivered or Shipped), not what is quoted. Check the **VIP amount** in Segmentation rules.
Does a shop customer end up in the list?
The order is saved under **Consumidor final** with the buyer name and contact. If you want to track their history, create the customer and reassign the quote.
Do segments change on their own?
Yes. They are recalculated from the history and the thresholds you have loaded, every time you open the list.
What happens to the quotes of a deleted customer?
They are kept just as they were. The customer stays in the trash and you can restore it.