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Clone, Link, or Email Contacts and More

In Zoho Books, you can perform various actions for a contact apart from just creating transactions for them.

In this document, you will be learning more about the following 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.

Stop Reminders

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,

Email Contact

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

Email customer statement

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,

Mark contact Inactive

Mark contact Active

Clone a contact

Consider a scenario wherein you run an accounting firm and purchase food and beverages for your employees from a vendor. Your vendor utilizes the services of your company for closing the books at the end of the fiscal year. In such cases, you can simply clone that contact and mark him/her as a customer.

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.

Clone Contact

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.

Dennis runs a company that specializes in providing armed guards to multinational corporations. One of his clients provide IT support for Dennis’s firm. Hence, the multinational company is both Dennis’s customer and vendor. In this case, you can link a customer to a vendor and vice versa.

Linking a customer to a vendor and vice-versa

To link a customer to a vendor or vice-versa, follow the steps below:

Link Vendor Drop-Down Link Customer Drop-Down

Vendor Payables Customer Receivables

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