Customer Master Data Checklist

Before you start

Dirty master data quietly costs you payments — invoices to the wrong name, reminders to the wrong inbox, duplicates that hide arrears. Decide your field standard before you create the record.

• The verified legal entity name and ABN, not just the trading name.
• A naming convention so records are consistent and searchable.
• The agreed terms, credit limit and billing email confirmed in writing.
• Access to search existing records so you do not create a duplicate.

Step 1 — Identity and core fields

1. Enter the exact legal name as it appears on ABN Lookup or ASIC.
2. Record the ABN, ACN and business structure.
3. Capture the registered address and the delivery address separately.
4. Add the trading name as an alias so staff can still find the account.
5. Tag the account type — credit or prepaid — so the right rules apply.

Step 2 — Billing, tax and contacts

1. Set the dedicated billing email — an accounts inbox, not a salesperson's personal address.
2. Record the accounts-payable contact name and phone for follow-up.
3. Set the payment terms, due-date rule and credit limit exactly as agreed.
4. Configure GST and any tax settings to match the customer's status.
5. Add a purchase-order requirement flag if the customer needs a PO on every invoice.

Step 3 — Deduplicate and maintain

1. Search by ABN, legal name and trading name before saving to catch existing records.
2. Merge any duplicates so payment history and arrears sit in one place.
3. Lock or restrict who can edit key fields like terms and limit.
4. Set a review prompt to confirm details periodically, especially the billing email.
5. Update the record promptly when the customer changes name, address or contact.

Common mistakes

• Using the trading name as the customer name so invoices name the wrong entity.
• Sending invoices to a salesperson rather than an accounts inbox.
• Creating a second record because nobody searched first, splitting the history.
• Letting terms and limits be edited by anyone without control.
• Never updating the record, so reminders bounce and payments stall.

Clean data is unglamorous but it is where reliable cash flow begins. The Merion tools help you keep records consistent. This is general guidance, not legal advice — make sure the billed entity is the one legally liable.