A contact in Holded is any person or company that we register with the intention of being able to send them documents and manage our business relationship with them.
In order to start working with Holded, one of the first things you will have to do is to register your contacts, since they are essential to create documents.
These are the basic fields that you will have to complete, as well as the types of contacts that you can assign when registering a new contact in Holded.
Basic fields of a contact
- Name: Name of the company or person we are creating as a contact.
- Trade name: Distinctive name of the contact, it is an optional field.
- Type of contact: Depending on the type of contact you choose, a different accounting account will be assigned.
- Personal Tax ID (NIF) In this section we include the Personal Tax ID or, failing that, the Company Tax ID.
You need to add a Personal Tax ID to each contact so that Holded can relate the documents you import with the corresponding contact.
- Address: Address of our contact.
It is advisable to include the fiscal address because it is the one that will appear on all documents.
- City: City or place where the contact is located.
- Province: The contact's demarcation.
- Postal code: Area where the contact is located.
- Country: Country of origin of the client, depending on the country we will be able to choose the language with which we will be able to send all the documents by default.
- Email: Mail of the contact where the documents will be sent.
- Phone: Customer's contact phone number.
- Mobile: Contact cell phone.
- Website: Address of the client's website
- Tags: Tags that will be automatically incorporated when you create a document by selecting the contact.
Types of contact
These are the types of contacts that can be created from Holded:
Keep in mind that the type of contact will determine the book account that is assigned in each case.
- Unspecified: this type will assign to the contact an account of the group 44-MISCELLANEOUS DEBTORS, when the first document is created.
- Client: with this type, accounts of type 43-CLIENTS are assigned.
- Supplier: this type belongs to the group 40-SUPPLIERS in book accounts.
- Lead: it is used for customers who have been registered from the CRM, they are potential leads who may become actual customers.
- Debtor: these are included within the group 44-DUE the first time the document is created.
- Creditor: the generated accounting account will be included in group 41-CLIENTS.
What can you do in Contacts?
Create and configure contacts
When you register a new contact in Holded you enter essential information about its characteristics.
The following data is included by default in new documents associated with specific contacts.
- Contact information: name, business name, contact type, VAT number, address, city, province, zip code, country, email, phone, mobile, website, tags.
- Contact type and assigned book account: client, supplier, lead, debtor, creditor, unspecified.
- Bank details: IBAN, SWIFT, Mandate Ref., Mandate Date
- Preferences: language, currency, sales account, purchase account, reference, contact group, payment method, due date, discount, rate, payment day.
The due date is nothing more than the deadline for collection. That is to say, it is the maximum date that we indicate for the payment to be issued. It is usually set as a fixed date (March 11, 2020) or in number of days 30, 60, 90.
- Accounting information: sales tax, purchase tax, client account, supplier/creditor account.
- Operation types: general, intra-community, import/export, non-subject, equivalence surcharge, exempt.
- Specific numbering lines for each type of document: Invoices (sales), Sales Tickets, Quotations, Proformas, Delivery notes, Sales Orders, Purchase Orders, Purchases, Corrective Purchases, Corrective Sales Invoices, Corrective Simple Invoices.
Learn more here about how to create a contact and configure each of these fields
In order to start using Holded you will first need to introduce new contacts to the platform or import a list of existing contacts.
Learn here how to import contacts into Holded
Update information in bulk
With Holded you have the option to update contacts in bulk if you want to modify information you have already imported. With bulk update you can work from Excel and avoid going contact by contact to change information, which saves you a lot of time.
Find out how to update contacts in bulk here
Invite your contacts to the customer portal
The customer portal is a personalized dashboard so that each of your contacts can see all the business information and documentation you share with them. Every time a customer accepts a document from the portal, you will receive a notification so that you can execute any actions needed.
Read this article to learn more about the customer portal and the steps to follow to invite your contacts.
Customize the information in the contact list
Holded allows you to customize the view of your contact list to display only the fields you are interested in, so that you can easily filter contacts and find them quickly.
Access to all the information associated with a contact
From each contact you can access all the information associated with them:
- Contact information
- Sales and purchase data associated with the contact
- Personalized fields
- Contact persons for sending documents
- Shipping addresses
- Billing data and default sales and purchase tax rates
- Associated opportunities in the CRM
- Creating new documents
Learn more details about it here
Contacts are essential to create any document in Holded. Any new document generated in the platform will be associated to a specific contact.
Check the invoicing section in our Academy to find out how to create sales and purchase documents
Create custom fields
Custom fields are used to add additional information to your contacts and to classify them in order to get a better organization in your list. You can filter by custom field as well as export and import this information.
Follow the steps in this article to create custom fields