Customer Records with Caller ID in Inventory Software

In Avadar Industry and Avadar Trade, the customer club gives every customer a complete record with call history and a named account owner. When that customer phones in, their details pop up on screen automatically, and staff can call back or send an SMS with one click. The full customer club comes with the Elite plan, and the phone and SMS features only work once Avadar is connected to your company’s existing phone system and SMS service.

Picture a distributor’s sales desk on a busy morning. The phone rings, a voice says “it’s about the order you shipped last week”, and the person answering has no idea who is calling, what was delivered or who spoke to this customer last time. They put the caller on hold, dig through invoices and spreadsheets, and the customer ends up repeating the whole story. Multiply that by dozens of calls a day and the cost becomes obvious. This article is about closing that gap: keeping customer information next to stock movements so every call starts informed, and being clear about what inventory software can and cannot do here.

What is a customer club in inventory software?

“Customer club” can sound like loyalty points and discount cards. In Avadar it means something more practical: an organised file for each customer, linked to the goods that left your warehouse for them. The difference from a contacts app or a spreadsheet is that the record is not separate from stock movements. The same system that books goods out and tracks warranties knows which items went to which customer.

The customer club is available in two of Avadar’s three editions: Industry, aimed at manufacturers and their stockrooms, and Trade, aimed at wholesale, distribution and contractors. The Cargo edition, built for transport and logistics companies, deliberately leaves it out to stay lean.

What should a complete customer record contain?

Before choosing any tool, decide what you expect a customer record to answer. Here is a practical framework, with the matching Avadar capability in the last column:

If you sell serialised products, our guide to warranty and serial number tracking covers the warranty side in depth.

How does caller ID with a customer screen pop work?

Once your business phone system is connected to Avadar, an incoming call triggers an automatic display of the customer’s details, matched on the caller’s number. Before picking up, the agent can see the company name, the account owner and the subject of the last conversation. In telephony jargon this is often called a “screen pop” or computer telephony integration.

The important caveat: this does not happen with a plain phone line and no connection. Avadar does not replace your phone system; it connects to the one you already run. Work through these questions with your IT team or telephony provider before deciding:

• Do you have a business phone system, or are calls coming in on ordinary lines?
• Who manages that system and will be available to help with the connection?
• Which extensions should see customer details: sales, support or everyone?
• Are customer phone numbers stored in one consistent format, or does everyone type them differently?

That last question matters more than it looks. If one number appears with a leading zero, another with a country code and a third with spaces, matching an incoming call becomes unreliable. Normalising numbers before migration saves a lot of frustration. Whether your specific phone system can be connected is assessed during the demo and contract stage.

Hypothetical example: the purchasing manager of a building contractor calls a pipe and fittings distributor. Before the phone is answered, the screen shows the company, its account owner and the note from the last call: “waiting for stock confirmation on 4-inch pipe for the new site”. Instead of “sorry, who’s calling?”, the agent opens with “Hello, is this about the 4-inch pipe for your new project?” and the conversation picks up exactly where it left off.

Click-to-call from the customer record

The same connection works in the other direction. An agent clicks a number in the customer record and the call is placed through your company phone system. Small as it sounds, it helps in several ways:

• No more misdialled numbers, which are common when working through long follow-up lists.
• The record stays on screen during the call, so there is no switching between windows.
• Routine follow-ups by the account owner, such as delivery arrangements or warranty questions, get done faster.

Sending SMS to customers and supervisors

Avadar can send text messages to customers and to internal supervisors, provided it is connected to the SMS service your company already uses. The sender line and message credit belong to your own provider; Avadar simply uses that service from inside the application.

Some general good practice:

1. Keep SMS for operational messages, such as delivery coordination or a follow-up reminder.
2. Write short texts that include your company name so recipients know who is writing.
3. Respect your SMS provider’s rules and the customer’s consent to receive messages.
4. For supervisors, reserve texts for what really matters so they do not drown in alerts.

This is not a campaign tool or an automated bulk-messaging engine. It is meant for everyday business communication with customers and your own team.

Which Avadar plan includes the full customer club?

For manufacturers whose products carry batch numbers, Avadar Industry’s one-click recall produces the full list of customers who received a batch, and each of those customers already has a record in the customer club. Distributors get validated company identifiers and VAT on sales documents alongside the customer record in Avadar Trade.

Is this a replacement for a full CRM?

Honestly, no. Avadar’s customer club suits businesses whose sales and service revolve around physical goods and who want customer information next to stock movements. Sales pipeline management, lead tracking, forecasting and marketing campaigns are not part of it. If those are your core needs, read our overview of CRM software. For many manufacturers and distributors with a stable base of repeat customers, though, a customer file tied to the warehouse is exactly what was missing.

Rollout checklist

• Gather your current customer list from spreadsheets and older software and remove duplicates.
• Store phone numbers in one consistent format.
• Assign an account owner to every active customer.
• Coordinate with IT on connecting the phone system and SMS service.
• Decide what each role may see; Avadar separates manager, supervisor, operator and auditor roles.
• For the first week, log every call on the record so the habit sticks.

The P-Soft team can migrate your customer list from Excel or a previous system, with the scope defined in the contract. Avadar runs on P-Soft’s cloud hosting or on your own server, and is available in the browser on desktop and mobile and through the Android app.

Frequently Asked Questions

Which Avadar plan has the customer club?

Elite. In both Avadar Industry and Avadar Trade, the complete customer club is reserved for that top tier.

What do I need for caller ID screen pops?

A connection between Avadar and the business phone system you already have. Without it, the feature does not work.

Which line are text messages sent from?

From your own company’s SMS service, once it is connected to Avadar.

Does the Cargo edition include the customer club?

No. Cargo is kept lean for transport and logistics work and leaves this module out.

Is Avadar’s customer club a complete CRM?

No. It is a customer record linked to your inventory, without a sales pipeline or marketing campaigns.

To see customer records, caller ID and SMS on a scenario from your own business, book a demo of Avadar; afterwards we recommend the edition and tier that fit how you work.

Further reading

• What Is Warehouse Management Software & Why Every Business Needs It
• The Best Warehouse Management Software for Your Business: A Guide to Choosing and Comparing (2026)
• What Is Stocktaking? A Complete Practical Guide

Complete guide: warehouse management software