Zoho Inventory

Help Docs

Contacts - Your Customers and Vendors

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

About Contacts

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

Adding Your Contacts in Zoho Inventory

Whether you are starting afresh or migrating from an existing system, Zoho Inventory provides several ways in which you can add your contacts.

Creating a New Contact

There are two ways in which you can add new contacts in Zoho Inventory:

  1. Creating a Contact from the Contacts Module
  2. Creating a Contact from a Transaction

1. Creating a Contact from the Contacts Module

To add a new contact in Zoho Inventory:

Image of contact creation buttons

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 correspondences 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.

image of primary information section

Image of the 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’ll be able to manually select one of the addresses when you create a transaction.

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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.

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2. Creating a Contact from a Transaction

Let us take a scenario where you have filled out the order information but you haven’t created the contact earlier. In most systems you’ll have to discard the changes, create the contact and then fill out the transaction details again from scratch. However, in Zoho Inventory, you can create new contacts in the new transaction page itself. 

To create a contact from a transaction:

Creating a new customer from a transaction

Likewise, you can add new vendors from your new purchase transaction page.

Importing Contacts

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

Importing Contacts from Your 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:

Image of the menu icon with the import export option

Importing contacts

Mapping field names during import

Saving selections for future imports

Import mapping preview

Likewise, you can also import your vendors and their contact persons in Zoho Inventory.

Fetching your existing contacts from Zoho Books

Zoho Inventory and Zoho Books are seamlessly integrated and hence, the moment you join your organization in Zoho Books to Zoho Inventory or vice versa, all your data will be synced in both apps.

So when you add a new contact in Zoho Books, the contact will be available in Zoho Inventory instantly.

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

Fetching your 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.

Importing your 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 easily.

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.

Importing your 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 you’ve integrated G Suite with Zoho Inventory, you can import your Google contacts into Zoho Inventory. Learn how.

Editing a Contact Information

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

Image of edit button to edit a contact

Insight: When you update the billing address or the shipping address of a contact, you have the choice of updating these changes across all draft orders and transactions.