Adding and Managing Contacts in Xero
Managing contacts effectively is crucial for maintaining strong relationships with your clients, suppliers, and partners. In this section, we will explore how to add, edit, and manage contacts in Xero, ensuring that your contact list is organized and up-to-date.
1. Understanding Contacts in Xero
In Xero, contacts can be classified as either customers or suppliers. Each contact in Xero can store vital information such as names, addresses, email addresses, phone numbers, and payment terms. Efficiently managing your contacts helps streamline invoicing, payments, and communication.
2. Adding a New Contact
To add a new contact in Xero, follow these steps:
1. Log into your Xero account. 2. Navigate to the Contacts menu: Click on the Contacts tab at the top of the dashboard. 3. Select ‘Add Contact’: Click on the ‘Add Contact’ button to open the contact creation form. 4. Fill out the contact details: Enter the following information: - Contact Name: The full name of the individual or business. - Email Address: The primary email for communication. - Phone Number: A contact number. - Address: Physical address for billing or shipping. - Payment Terms: Define the payment terms such as ‘Due on Receipt’ or ‘Net 30’. 5. Save the contact: Click on the ‘Save’ button to create the contact.
Example of Adding a New Contact
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Contact Name: John Doe
Email Address: johndoe@example.com
Phone Number: (555) 123-4567
Address: 123 Elm Street, Springfield, IL, 62701
Payment Terms: Net 30
`3. Editing an Existing Contact
To edit a contact: 1. Go to the Contacts menu. 2. Find and select the contact you wish to edit from the list. 3. Click on the ‘Edit’ button. 4. Make the necessary changes to the contact’s information. 5. Click on ‘Save’ to apply the changes.
Example of Editing a Contact
If you want to update John Doe’s phone number to (555) 987-6543, simply find John Doe in your contacts, click Edit, change the phone number, and then save.4. Managing Contacts
Managing your contacts involves more than just adding and editing information. Here are some best practices:
a. Organize Contacts Using Groups
You can create custom groups to categorize contacts, which helps in managing larger contact lists. For example, create groups like ‘Vendors’, ‘Clients’, or ‘Prospects’.b. Regularly Update Contact Information
Ensure that you periodically review and update contact information to keep it current, which helps in avoiding communication issues.c. Use Notes for Additional Information
Add notes related to specific contacts to keep track of interactions, preferences, or special terms. This can be done during the contact creation or editing process.Example of Adding Notes
In John Doe's contact card, you may want to add a note stating, “Preferred method of communication is email.”5. Deleting a Contact
If you no longer need a contact, you can delete it: 1. Go to the Contacts menu. 2. Select the contact you wish to delete. 3. Click on the ‘Delete’ button. 4. Confirm the deletion when prompted.Note: Deleting a contact is permanent and cannot be undone, so ensure that you really want to delete the contact before proceeding.
Conclusion
Effectively managing your contacts in Xero is essential for maintaining smooth operations in your business. By following the outlined steps for adding, editing, and organizing contacts, you can ensure that your contact list remains an invaluable asset in your business management practices.