Documentation Index

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Invite Customers

Vendors can invite restaurant customers to Mathership so they can connect with your vendor company and place orders. Use invitations when you want a customer to create or activate their Mathership account and become connected to your vendor account.

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What is a customer invitation?

A customer invitation is a connection request from a vendor to a restaurant or customer company. When the customer accepts the invitation, Mathership can create or activate a vendor-customer relationship. This relationship allows the customer to:

• See your vendor company
• Access your products, depending on availability
• Place orders with your company
• Use customer numbers assigned by you, if available

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When to invite a customer

Invite a customer when:

• The customer is not yet connected to your vendor account
• You want the customer to order through Mathership
• You want to assign a customer number
• The customer needs to set up their Mathership account
• You want the customer to activate the relationship themselves

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Invitation and customer relationship

An invitation is different from a completed customer relationship. Once the invitation is accepted, Mathership can create or activate the customer relationship.

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Required customer information

To invite or add a customer, you usually need customer information such as:

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Inviting a new customer

To invite a customer:

1. Go to Vendors
2. Open your vendor company
3. Go to Customers
4. Select Invite Customer or Add Customer
5. Enter the customer information
6. Add a customer number, if needed
7. Send the invitation

After sending the invitation, the customer receives an email and can continue with the account setup or invitation acceptance flow.

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What happens after sending an invitation?

Depending on whether the customer already exists in Mathership, different things can happen.

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Accepting an invitation

The customer must accept the invitation while logged in as a customer account. When the invitation is accepted:

• Mathership validates the invitation token
• Mathership checks that the user is a customer
• The vendor relationship is created or activated
• The customer can become connected to your vendor account

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Email verification and pending invitations

If a customer verifies their email after receiving an invitation, Mathership can activate pending invitations for that user. This helps connect invited customers automatically after account activation.

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Customer numbers in invitations

If you assign a customer number during the invitation or customer setup process, Mathership can save it on the vendor-customer relationship. Example: The customer number helps your team recognize the restaurant in your own systems.

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Existing customers

If the customer already exists in Mathership, you can connect the existing customer company instead of creating a duplicate. Mathership checks whether the customer already exists and whether a relationship already exists. If the customer is already connected, Mathership should not create a duplicate relationship.

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New customers

If the customer does not exist yet, Mathership can create a customer user and customer company. The customer may receive an email to set up their password and access Mathership. Required information for creating a new customer can include:

• Email
• First name
• Last name
• Business name
• Optional company details
• Optional customer number

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Duplicate customer numbers

Customer numbers should be unique for your vendor account. If a customer number is already used for another customer relationship, Mathership can reject the new entry.

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Vendor emails to customers

When a customer is added or invited, Mathership can send an email to the customer. The email may be used to:

• Inform the customer that your vendor was added
• Help the customer set up a password
• Continue the onboarding process
• Connect the customer to your vendor company

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Typical workflow

A typical invitation workflow looks like this:

1. Open your vendor account
2. Go to customer management
3. Enter the customer email and company details
4. Add a customer number, if needed
5. Send the invitation or create the customer
6. Customer receives an email
7. Customer accepts the invitation or verifies the account
8. Mathership creates or activates the vendor-customer relationship

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Example: Invite a new restaurant

You want to invite a restaurant that is not yet using Mathership. After the invitation, the customer can set up their account and become connected to your vendor company.

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Example: Invite an existing customer

The customer already has a Mathership account. The customer can then use your vendor company for orders.

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Example: Customer accepts invitation

A customer receives an invitation email and logs in.

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Best practices

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Use the correct email address

Use the email address the customer will use for their Mathership account. This helps Mathership match pending invitations correctly.

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Add customer numbers early

If you use customer numbers in your own ERP or accounting system, add them during the invitation or customer setup process.

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Avoid duplicate customers

Before creating a new customer, check whether the customer already exists. This keeps your customer list clean.

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Keep customer data clear

Use recognizable customer names and business names. Examples:

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Ask customers to verify their email

If a customer cannot access the invitation, ask them to complete email verification first. Pending invitations can be activated after verification.

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Common problems

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Customer cannot accept invitation

Check that:

• The invitation token is valid
• The customer is logged in
• The user account has the customer role
• The invitation has not expired or already been used

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Customer was added but cannot order

Check that:

• The vendor-customer relationship exists
• The relationship is active
• The customer is using the correct company
• Your products are active and available
• The customer has delivery locations

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Customer number already exists

This means the customer number is already used in your vendor account. Use a different customer number or check whether the customer already exists.

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Email belongs to a vendor

A vendor email cannot be used to create a customer account. Use a customer email address instead.

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Customer did not receive the email

Ask the customer to check:

• Spam folder
• Correct email address
• Mail filters
• Whether another person in the company received the invitation

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Related pages