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 Contact Details tab, enter the following information:

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

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

    • 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 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, choose the default language for the contact in the Language field.
  7. Click Notes and enter any notes you want to record for the contact.
  8. Click Save.

To view or edit a contact

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

  3. Edit contact details as needed.

  4. 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.