Contacts

The contact list is used for storing your customers’ invoicing details – especially companies to whom you issue invoices for corporate parties, events or other services. The invoicing details (company name, address, postcode, company/VAT number, etc.) are then filled in automatically the next time you issue an invoice.

You will use contacts whenever:

• you issue an invoice to a customer for a party, corporate event or another service paid by invoice,
• you need your clients’ invoicing details stored in one place,
• you want to quickly find a specific customer by company name or address.

When you issue an invoice for the first time to a customer, their invoicing details are saved to the contact list. For the next invoice, the system automatically fills in all details once you select the contact, so you do not need to re-enter them.

With contacts you:

• save time – you enter a customer’s details only once and they are filled in automatically on future invoices,
• reduce errors – the correct company and VAT numbers and address are stored in the system and do not need to be retyped,
• have a clear client database – all companies and customers are in one place,
• can export contacts for accounting or internal use – you can download the contact list as a CSV file.

Contacts are saved to the list automatically while working on the POS:

• when creating an invoice – in the payment completion window you choose the option to issue an invoice, enter the company number and use the ARES lookup to fill in the company details. After you print the first invoice, the company details are saved as a contact and for the next invoice you simply select it from the list. You can find the detailed procedure in the article Invoice payment and bank account setup. (Does not apply to merchants from the Slovak Republic). 
• when taking telephone orders – when creating a telephone order, you enter the customer’s name, phone number and address for delivery/collection. These details are saved to the customer, so the next time they call you only need to start typing the phone number and the system will suggest the customer from history with the name and address pre-filled. You can find more information in the article Orders on phone and Storyous assistant.

Access to the contact list

1. In the web administration, go to the Businesses section in the top bar.
2. In the left-hand menu, select Contacts.
3. A table with all saved contacts will appear, including filters for searching by company name, street, postcode, city or VAT number.

In the contact list you can:

• search for a contact by company name, address or VAT number using the filters above the table,
• use a contact when invoicing – when issuing a new invoice you select a saved contact and the system fills in its invoicing details,
• delete a contact – in the Actions column, click the bin icon next to the relevant contact,
• export contacts to CSV – in the top-right corner of the list, click the three dots button and choose Export .csv.

This way you can be sure that all your customers’ invoicing details are stored clearly, are quickly accessible for the next invoice and are ready for export whenever you need them outside the system.