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 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,

Email Contact

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

Email customer statement

Send list of unpaid Invoices

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.

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:

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.

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:

Link Vendor Drop-Down Link Customer Drop-Down

Vendor Payables Customer Receivables

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:

Comments page


Comment added

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.

Comment activity

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:

Additional address

Type address

Note: You can add upto a maximum of ten additional addresses, excluding the default billing and shipping addresses.

Additional address view

Now that you have added the address, let us walk through how to add it to your transactions:

Add address to transaction

Add address on the fly

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.

Add address to transaction

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