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
- Email your contacts
- Send out customer statements
- Mark your contact inactive
- Clone a contact
- Assign a Contact Owner
- What if my contact is both a customer and a vendor?
- Bulk actions
- Adding Comments to Contacts
- Adding multiple addresses to contacts
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 the Contacts Section on the Home page.
Select the contact for which you wish to stop payment reminders.
Click on the More option provided on the top right of the contact detail page and select Stop all Reminders from the drop-down. Payment reminders will now be stopped for this contact. If you wish to enable reminders again, select Enable all Reminders from the drop-down.
Emailing a Contact
You can quickly send an email to the contact in Zoho Books. Click on the More option provided on the top right of the contact detail page and select Email Contact from the drop-down. 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 statement of transactions for a desired period to a contact very easily. Click on the Statement tab from the Contact Overview page, and select the period for which you wish to generate the statement. You can later export the statement as PDF, and email it to your contact. You can also send the list of unpaid invoices along with the statement. 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.
Send list of unpaid Invoices
- You can choose to attach the list of unpaid invoices while sending a Statement to your customers. You can do this by selecting the Attach unpaid invoices list option, before sending the email to your customer.
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
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.
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.
Assign a Contact Owner
There might be a scenario where you want an employee of your organization to take care of all the transactions pertaining to a specific set of customers.
In Zoho Books, you can assign a user as the contact owner for a customer. This allows the user to create, view or edit transactions only for that contact.
You can assign a contact owner for a contact using either of these methods:
- While creating a contact, select a user from the drop-down against the Contact Owner field.
- You can also assign a contact owner in the contact details page by clicking on the More option on the top right corner and selecting Assign Contact Owner from the drop-down.
- Select multiple customers, click on the More Actions option and select Assign Contact Owner.
Note: Only active restricted users can be assigned as a contact owner. Also, a contact can have only one contact owner.
Click here to learn more about user segmentation in Zoho Books.
What if my contact is both a customer and a vendor?
Dennis runs a company that specializes in providing armed guards to multinational corporations. One of his clients provides 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:
Go to the Contacts module and select a contact who is either a customer or a vendor from the list.
While linking two contacts, select Link to Vendor in the customer’s contact details page or Link to Customer from the vendor’s contact details page from the More drop-down.
In the pop-up that follows, select a vendor from the drop-down if you’ve selected Link to Vendor or a customer from the drop-down if you’ve selected Link to Customer.
Select Link to confirm the action.
You will now see that the Payables of the linked vendor will appear in your customer’s contact details page. Likewise, the Receivables of the linked customer will appear in your vendor’s contact details page.
- You can always unlink two contacts by selecting either Unlink from Customer in the vendor’s contact details page or Unlink from Vendor in the customer’s contact details page from the More drop-down.
Add comments to contacts
Do you want to store important information related to a contact? You can now add them as comments to your contacts for internal reference only. You can add multiple comments, for any reason, depending on your requirement.
To add a comment to your contact:
- Open the contact from the Contacts module.
- Click on Comments, available next to the Overview option.
- Once you are done typing the comment, click on Add comment.
Note: These comments won’t be visible in your invoices or bills but you can view them in the Comments section under the contact or in the contact’s activities section.
Adding multiple addresses to contacts
Jessica is a businesswoman who owns a business that manufactures and delivers customized curtains for offices. She uses Zoho Books for her accounting and invoicing. She just landed a huge client, who has offices all over the country, which means she will have to deliver the goods to multiple addresses.
In this case, you can add multiple addresses, apart from the Billing and Shipping addresses, to your contacts.
Note: To be able to add an additional address, Billing and Shipping addresses should not be left blank.
To add an additional address, follow these steps:
- Open the contact for whom you wish to add the address, from the Contacts module.
- Click on Add additional address option, available below the Shipping address as shown in the image below:
- Type in the address and don’t forget to hit Save.
Note: You can add upto a maximum of ten additional addresses, excluding the default billing and shipping addresses.
- Now this address will be available as an Additional address, as shown in the image below.
Now that you have added the address, let us walk through how to add it to your transactions:
- While creating an invoice or estimate or sales order etc., once you select the customer name, the Billing and Shipping addresses will be displayed below the name.
- You can select the additional address by clicking on the Change option available next to the addresses.
- You can add the additional address either as billing or shipping or both, by clicking on the respective change options and selecting the additional address.
- You can also add a new address on the fly, by clicking on the Add new address option available.
- Also, you can add an address on the fly to invoices, estimates, sales orders, credit notes, retainer invoices and purchase orders.
Note: If you select the additional address as billing or shipping while creating a transaction, it won’t be made as the default billing or shipping address for the contact.
- If you wish to make changes to an address, click on the Edit option, and to delete an additional address, just click on the bin-shaped icon, available next to the address.