Add and manage contacts

If you regularly deal with the same customers or vendors, you can create contact records for them. This saves you time when entering your sales and expenses and helps you keep track of who owes you money and who you owe money to.

To speed up data entry, you can also import your contacts.

To create a new contact

  1. Go to Contacts.
  2. Click New Customer or New Vendor.

  3. Complete the following information:

    • Business Name. The contact’s company name.
    • Contact Name. The contact’s name.
    • Reference. A reference for the contact.
    • Email. The contact’s email address.
    • Mobile. The contact’s mobile number.
    • Telephone. The contact’s telephone number.

  4. On the Account Details tab, enter the following information:

    • Country. Select the contact's country.
    • Address. Enter the contact’s address.

    • Account Default. If the contact is a customer, select a default sales ledger account. For vendors, select a default expense ledger account. The default account is used when you create invoices, credit notes, quick entries and sales quotes.

      Note: If you use products and services, when you add these items to an invoice, the default product or service ledger account is used instead.

    • Tax Rate. Select the contact’s tax rate.
    • 1099 Vendor and Vendor Tax ID. If the contact is a 1099 vendor, select this check box and enter their tax ID. The standard format for US Vendor Tax ID is XXX-XX-XXXX or XX-XXXXXXX (digits separated by dashes). If you do not know their tax ID, you can leave this blank and fill it in later.

  5. On the Payments Details tab, complete the following information:

    • Set Credit Limit. Select the Set Credit Limit check box and enter the credit limit value. The credit limit is displayed on the Accounts Receivable and Accounts Payable aging reports.
    • Set Credit Terms. Select the check box and enter the number of days credit this contact will have.

      Tip: If the contact is a customer, you can also enter any custom terms and conditions. These appear on the invoices you send your customer.

    • Account Name. Enter the name of your contact’s bank account.
    • ABA/Routing Number. Enter their bank routing number.
    • Account Number. Enter their bank account number.
  6. On the Defaults tab, select the:
    • Price Default. For customer contacts only. Choose the product pricing level for the customer (for example, Sales Price, Trade or Wholesale).
    • Language. The contact's preferred language. Sales documents will be sent in this language.
    • Currency. The contact's preferred currency. Sales documents will display in this currency.
  7. Click Notes and enter any notes you want to record for the contact.
  8. Click Analysis. If you have created analysis groups, specify the groups you want to assign to this contact.
  9. Click Save.

To view or edit a contact

  1. Go to Contacts.
  2. Select a contact.

  3. To view activity for the contact, click the Activity tab.

  4. To add or edit contacts and addresses, click the Contacts and addresses tab.

    • To edit a contact, click Edit next to the contact and update information as needed.

      The person listed as the Main Contact is the primary contact for the company, and appears in parentheses next to the company name.

      If you want to forward all email correspondence with the contact company to this person, select the Copy emails to this person check box.

    • To edit an address, click Edit next to the address and update information as needed. You can edit the Address Name or change the Address Type using the drop-down menu.

      The address entered as the Invoice Address will appear on the invoice.

      Note: Because contacts are linked to their addresses, if you delete an address, any contacts associated with that address are also deleted.

  5. To add or edit payment information, click the Payment Details tab.
  6. To add or edit general business information, check customer statement options, or update a vendor's 1099 Vendor status and/or Tax ID, click the Options tab.
    • If the contact is a vendor, you can update their 1099 Vendor status and/or Tax ID.
    • If the contact is a customer, verify that the information in the Statement Runs section is correct.

      To change any details, click Edit, make any needed changes, and then click Save. Any changes you make are applied to all future statement runs for the customer.

  7. Click Save.

To delete a contact

If a contact has no transactions associated with it, you can select it on the Contacts list (click Contacts) and then click Delete.

You cannot delete a contact that has transactions associated with it. Additionally, you cannot delete the Main Contact name or Main Address. To avoid confusion, you can change the contact name to "Do not use” or edit as needed.