How to Create and Edit a Customer Profile

When to Use This

Use this guide when setting up a new customer, shipper, consignee, chassis depot, or rail location in PortPro. These profiles control where invoices are sent, how customers view loads, and whether syncing functions correctly with tools like QuickBooks. 

1. Go to the Customer Setup Page

• From the left menu, go to:
   Organizations > Organizations
  

• Click + Add New Customer in the top-right corner.
  
  

2. Select the Correct Profile Type

Identify the roles this organization plays. Options include:

• Customer: Customers or related companies involved in shipping or receiving loads.

• Terminal: A port or rail location where containers are picked up or dropped off.

• Warehouse: A location where goods are loaded, unloaded, or stored.

• Yard: A lot where containers or equipment are temporarily stored.

• All

Important:
 If the organization plays multiple roles (e.g., customer + consignee), check each applicable box. These roles affect how this organization appears across load assignments and billing.

3. Fill Out Required Fields (All * fields)

• Company Name

• Start typing the address in the Address field.

  • You must select the result from the dropdown — do not type it manually.
    

• Add the Company Name, City, State, and Zip.
  

• Optional: Enter MC Number if applicable.
  
  

4. Configure Customer Portal Access

In the Email and Customer Portal Admin Login fields:

• Enter a customer email if they’ll use the portal.
  

• If not, use a placeholder like customername@yourdomain.com and set a default password (e.g., 123456) for internal setup.

This login allows customers to access their portal, view loads, invoices and more.

5. Add the Billing Email

In the Billing Email field:

• Enter the email address(es) where invoices should go.
  

  • You can enter multiple emails if needed
    
    

6. Set QuickBooks Online Sync

Syncing to QuickBooks Online:

• Enter the same email used for the customer in QuickBooks into the QuickBooks Email field. 

 This is what PortPro uses to match records and sync invoices/payments.

7. Add Payment Terms

Under the Payment Term field:

• Enter Net Terms:
   For example: Net 30, Net 15, Net 7.

• If it is Net 30, it will be the Invoice Date + 29 days

• If it is Net 15, it will be the Invoice Date + 14 days.

• If it is Net 7, it will be the Invoice Date + 6 days. 

These terms will reflect on invoices and affect aging reports.

8. Save the Customer Profile

Scroll to the bottom right and click Add New Customer to finish setup.

Best Practices

• Always check for existing records before adding a new one — use the search bar on the Organizations page.