Zoho Inventory

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Contacts - Overview

A contact is a person or an organization with whom you do business. The Contacts module in Zoho Inventory is where you save the details of your customers and vendors.

Understand Contacts

As a business or a freelancer, you’ll have a lot of customers to buy products or services from you. As customers are important to any business, it is essential to save their contact information to create transactions quickly and do business efficiently in the long term. In Zoho Inventory, you can save the details of your customers such as name, email address, phone numbers, billing and shipping addresses, website information and other details in the Contacts module. Apart from saving your customer’s information, you can send emails, view customer statements, and create sales transactions for the customer in the contact details page itself. In this document, we’ll learn more about how to make the most of the Contacts module.

Create Contacts

There are two ways to add new contacts in Zoho Inventory:

  1. Create Contacts from the Contacts Module
  2. Create Contacts from a Transaction

1. Create Contacts from the Contacts Module

To add a new contact in Zoho Inventory:

Fields Description
Primary Contact It refers to the main contact to whom the transactions will be created.
Company Name Here, you can enter the official name of the contact’s company.
Contact Display Name The name that you give here will appear on all your sales and purchase transactions for that contact.
Email You can enter a valid email ID of your contact. All your correspondence with this contact will be directed to this email ID.
Phone You can add your contact’s work phone and mobile number here.
Website If the contact has any website, you can mention the URL here.
Contact Type Choose whether your contact is a Customer or a Vendor.
Contact primary information section Contact payment details section

Insight:You can add additional currencies in the Currency Preferences and you can associate them to a customer.

Pro Tip: If you have an overseas customer to whom you wish to invoice in foreign currency, you can select the customer’s currency from the drop-down. All the transactions created for the customer will be displayed in their currency.

Insight: If you want to add additional addresses, you can add them (up to 25) in the contact Overview page after you save the contact. Once you add multiple addresses, you can manually select one of the addresses when you create a transaction.

Contact address section

Insight: Custom Fields are additional fields that you add to include additional information regarding your customer. Before you can add those information here, you must create custom fields in the Preferences. Learn more about Custom Fields.

Contact custom fields section

2. Create Contacts from a Transaction

Let us take a scenario where you have filled out the order information but you haven’t created the contact earlier. However, in Zoho Inventory, you can create new contacts in the new transaction page itself instead of discarding the changes. 

To create a contact from a transaction:

Create customer from a transaction

Insight: Likewise, you can create vendors from your new purchase transaction pages.

Import Contacts

If you are migrating from an existing system to Zoho Inventory, you can import all your contacts instead of creating them. You can import contacts from:

Import Contacts from Existing System

You can import your contacts and contact persons into Zoho Inventory in the form of a .CSV or a .TSV file. The file size can be up to a maximum of 1 MB.

To import contacts:

Contact import export option Contact import page Contact import - map field names Contact import - Save selections for future imports Contact import - mapping preview

Import Contacts from Zoho Books

The Zoho Inventory and Zoho Books apps are seamlessly integrated and hence, the moment you integrate your organizations in both apps, all your data will be synced i.e., when you add a new contact in Zoho Books, the contact will be available in Zoho Inventory and vice-versa.

To know more about the process of integrating Zoho Inventory with Zoho Books, click here.

Import Contacts from Zoho CRM

Zoho Inventory can be integrated with your Zoho CRM account. Using this integration, you will able to sync your accounts, contacts and vendors in Zoho CRM, with the contacts module in Zoho Inventory.

This is a two-way integration. Therefore, when you convert a Lead into an Account in Zoho CRM, it automatically gets added as a Customer in Zoho Inventory during the next sync.

Likewise, when you obtain a new Customer from a Marketplace in Zoho Inventory, this customer gets added to your Zoho CRM database.

To know more about the process of integrating Zoho Inventory with Zoho CRM, click here.

Import Contacts from Office365

Office365 is Microsoft’s productivity software suite that consists of all office-ready applications. If you have your customer and vendor information in Office365, you can import them into Zoho Inventory.

Before that, you’ll have to integrate your Office365 account with Zoho Inventory. After establishing the integration, you can import your contacts from Office365 to Zoho Inventory. Learn how.

Import Contacts from G Suite

G Suite is Google’s suite of online apps to connect people in your company. If you have your customer information in G Suite, you can import them into Zoho Inventory easily.

Firstly, you need to set up the Zoho Inventory - G Suite Integration after which, you can import your Google contacts into Zoho Inventory. Learn how.

Edit Contact

At any point of time, you can add some missing information or update your contacts’ information in Zoho Inventory. To edit a contact:

Contact Edit Button

Insight: When you update the billing address or the shipping address of a contact, you can choose to update the changes across all draft transactions of the particular contact.