Creating Contacts

Creating a Contact – Complete Walkthrough

Go to Contacts from the app switcher (☰). The default view shows a list of all contacts.

Creating a New Company Contact

1. Click Create. The contact form opens.
2. Contact Name – Enter the company name (e.g. "Acme Corporation").
3. Company Type – Select "Company".
4. Email – The primary contact email. This is used for quotations, invoices, and portal communications.
5. Phone – Primary phone number.
6. Mobile – Mobile number for SMS notifications (if enabled).
7. Website – Company website URL.
8. Address – The primary street address. This can be overwritten on individual invoices/orders. Use the "Edit" button next to the address to enter full details: Street, Street 2, City, State, ZIP, Country.
9. Tags – Start typing to select existing tags or create new ones (e.g. "VIP", "Wholesale", "Newsletter"). Tags are coloured labels for filtering and grouping.
10. In the Sales & Purchases tab:

• Set the Salesperson – Who manages this account.
• Set the Sales Team – Which team this contact belongs to.
• Set the Price List – Applied automatically to new quotations.
• Set Payment Terms – e.g. "Net 30", "Due on Receipt".
• Set the Fiscal Position – Automatically applies correct taxes for this contact's country.
• Set the Currency – If different from your company currency.

• Receivable Account – Override the default accounts receivable account for this contact.
• Payable Account – Override the default accounts payable account.
• Tax ID – VAT/GST/HST number. Used in invoice validation and tax reports.
• Bank Accounts – Add the contact's bank details for electronic payments.

Adding Individual Contacts Under a Company

1. Open the company contact.
2. In the Contacts tab (under the company name), click Add.
3. Create a new individual. The "Company" field is automatically set to the parent company.
4. Fill in the individual's name, job title, email, phone, and mobile.
5. Set their role: "Invoice Contact", "Delivery Contact", or both. This determines which address is used by default.
6. Save. The individual appears in the company's contact list and in all auto-complete dropdowns when selecting contacts.

Recent Contact Features

• Contact Image – Upload a photo or company logo. This appears in the kanban view and on their portal profile.
• Duplicate Detection – When saving a new contact, Quickenerp checks for duplicates by name and email. A warning appears if a similar contact exists.
• Merge Contacts – If you find duplicates, use Actions – Merge Contacts. Choose the master record and which fields to keep from each. All linked records (invoices, orders) are moved to the surviving contact.
• Contact from Email – If an incoming email comes from an unknown sender, you can create a contact directly from the email in the Discuss chatter.