Functions associated with Zoho Books contacts
Apart from transacting with your contacts, configuring client portals and performing bulk actions, there are other functions associated with your contacts in Zoho Books. These are,
- Stopping reminders for a contact
- Email your contacts
- Send out customer statements
- Mark your contact inactive
- Clone a contact
- Bulk actions
Stopping Reminders for a Contact
Zoho Books provides you an option of sending automated payment due reminders to your customers. These reminders can be configured from the Settings module for pre-defined durations as desired. You can stop these reminders for specific contacts to whom you don’t wish to send these reminders. To stop reminders for specific contacts, follow these steps.
Go to Contact Section on the Home page.
Select the contact for which you wish to stop payment reminders.
Click on the Settings button provided on the top right of the contact detail page and select Stop Reminders from the drop down options provided. Payment reminders will now be stopped for this contact. You can enable the reminders incase you wish to by following similar steps as above.
Emailing a Contact
You can quickly send an email to the contact in Zoho Books. Click on the Settings button provided on the top right of the contact detail page and select Email button. A new pop up window opens,
Here you can add or select from the pre defined contact email address.
Provide subject matter and write the email body text. Use the rich text editor to customize the email as per your wish. You also have the provision of adding customer statement if you wish.
In case you wish to attach some other document click on the attachment icon and browse to the desired file. Click on Send.
Publish and send out customer statements
You can send a transaction statement of a desired period to the contact very easily. Click on the Settings button provided on the top right of the contact detail page and select the Statement button. A new window opens up. Statements can only be published and sent out to contacts marked as Customer
Select the date range of the report from the drop down options such as month, quarter, year etc. In case you need a report for a custom period, select ‘Custom’ option from the date range drop down and specify the ‘From’ and ‘To’ dates in the adjoining fields.
Alternatively you can directly change the dates on the From and To date fields to generate a report for custom period. Click on ‘Run Report’ button to generate the report. The report will be displayed just below the selection panel. You can share the statement by creating a PDF, taking a print of it or sending by email to the contact. All these options are available right on the top, above the selection panel.
Mark a contact inactive
If you don’t want to permanently delete a contact but would like to shelf the contact for the time being, you can change the contact’s status to inactive. This ensures that the contact can no longer be used in the various Zoho Books modules, but remains listed as a contact. Marking multiple contacts inactive, as a bulk action, is dealt with here, but this can also be done on an individual contact level. Here’s now,
Go to the Contacts tab and select the particular contact you want to make inactive.
Click on the settings icon shaped like a gear, and select the option Mark as inactive.
The selected contact has now been deactivated. Please note that contacts having recurring invoices associated with them cannot be marked inactive.
The deactivated contact can be restored active again by following the exact same steps.
Clone a contact
There may be a situation where you wish to have a contact both as a customer and a vendor. In such cases, you can simply clone a contact and mark him/her as a vendor.
To clone a contact, navigate to the Contacts module and click on a contact you wish to clone. In the contact details page, click on the More button on the top right corner and select Clone from the drop-down.
A Clone Contact screen will follow where all the details of the contact will be populated automatically. Make sure all the details are correct and click on Save.
Note: Please note that if you choose to clone the contact as a Customer, the newly cloned contact will not have access to the client portal if the original contact has already been granted access.