Contacts

Contacts represent the customers and suppliers you do business with. They are the link between your invoices and your business relationships. By maintaining a contacts database, you can quickly assign customers to sales invoices, link suppliers to purchase invoices, and view the complete transaction history for each contact.

Accessing Contacts

Navigate to Dashboard > Accounting > Invoices > Contacts. This opens the contacts list page.

Contact Types

Each contact has a type that determines how it can be used:

Type	Description
Customer	A contact who buys from you. Can be assigned to sales invoices and credit notes.
Supplier	A contact who sells to you. Can be assigned to purchase invoices and debit notes.
Both	A contact who is both a customer and a supplier. Can be used on any type of invoice.

Filtering Contacts

Filter	Description
Search	Free-text search by name, company, email, phone, or other contact fields.
Type	Filter by contact type: All, Customer, Supplier, or Both.

Creating a Contact

Open the Create Dialog

Click the Add Contact button on the contacts list page. A dialog window opens.

Fill In Contact Details

Field	Required	Description
Name	Yes	The full name of the contact person or business.
Type	Yes	Select from: Customer, Supplier, or Both.
Company	No	The company or organization name, if different from the contact name.
Phone	No	The contact's phone number.
Email	No	The contact's email address.
Address	No	Street address or first line of address.
City	No	The city.
Province / State	No	The province, state, or region.
Postal Code	No	The postal/ZIP code.
Country	No	The country.
Tax ID	No	The contact's tax identification number (e.g., VAT number, EIN, TIN).
National ID	No	A national identification number, if applicable in your region.
Credit Limit	No	The maximum credit amount you are willing to extend to this contact. Enter as a number.
Notes	No	Any additional notes about this contact.

Save

Click Create to save the contact. It immediately appears in the contacts list and becomes available for selection in invoice forms.

Info: You can also create contacts directly from the invoice creation forms using the Quick Add Contact feature. This creates a new contact with minimal information and automatically links it to the invoice being created.

Contact Detail Page

Clicking a contact in the list opens the contact detail page, which has two tabs: Info and Ledger.

Info Tab

The Info tab displays all of the contact's details in an editable form. You can update any field and click Save to apply changes.

The same fields from the creation form are available for editing:

• Name, Type, Company
• Phone, Email
• Address, City, Province, Postal Code, Country
• Tax ID, National ID
• Credit Limit
• Notes

Ledger Tab

The Ledger tab shows the complete transaction history for this contact. It displays a paginated table of all invoices (both sales and purchase invoices) associated with this contact.

Column	Description
Invoice Number	The invoice number. Clicking it navigates to the invoice detail page.
Type	Whether it is a sales invoice or purchase invoice.
Date	The issue date of the invoice.
Amount	The total invoice amount.
Status	The current status of the invoice.

This gives you a complete financial picture of your relationship with each contact -- how much they have bought from you (or sold to you), and the current status of all invoices.

Contact Statistics

At the top of the contact detail page, you can see summary counts:

Stat	Description
Sales Invoices	The total number of sales invoices linked to this contact.
Purchase Invoices	The total number of purchase invoices linked to this contact.

Deleting a Contact

On the contact detail page, click the Delete button. A confirmation dialog appears asking you to confirm the deletion.

Warning: Deleting a contact does not delete the invoices linked to it. The invoices will retain the customer/supplier name but will no longer be linked to a contact record. Consider deactivating contacts rather than deleting them if they have existing transaction history.

Using Contacts with Invoices

In Sales Invoices

When creating a sales invoice, the Search Existing Contact field searches contacts with type "Customer" or "Both". Selecting a contact auto-fills the customer name, phone, email, and address fields on the invoice.

In Purchase Invoices

When creating a purchase invoice, the Supplier search field searches contacts with type "Supplier" or "Both". Selecting a supplier links the invoice to that contact.

Quick Add from Invoices

Both sales and purchase invoice forms have a Quick Add Contact button. This opens a simplified dialog where you can create a new contact without leaving the invoice form. The contact is automatically selected and linked to the invoice.

Tips for Managing Contacts

• Use the "Both" type for contacts who are both your customers and suppliers. This avoids creating duplicate records.
• Fill in Tax ID for all business contacts. This information is often needed on invoices for tax compliance.
• Set credit limits for customer contacts to track how much credit you are extending. While the system does not enforce credit limits automatically, it provides visibility for your accounting team.
• Review the ledger tab regularly to understand the financial relationship with each contact and identify any overdue invoices.
• Keep address information up to date as it may be printed on invoices and shipping documents.