From the Contacts section you can consult the list of contacts registered in Holded, access them to edit them, update them in bulk, import new contacts, and export data.
Get there
Go to Contacts from the navigation bar
What can you do from Contacts?
Customize the contact list
Holded allows you to customize the view of your contact list so that only the most relevant fields appear, and you can use them to filter and find contacts quickly and easily. Below are the fields available in the list.
Get there
- Click on the icon represented by two columns on the right hand side of the list, just below the export button
- Click it to select the most relevant fields to filter your contacts
- Created: Date on which you have registered the contact in Holded
- Name: Name of the company or person
- ID: It is mandatory and refers to the contact's Tax ID or VAT number
- Email used by Holded to send the documents
- Contact's phone number
- Contact's cell phone
- Address: It is advisable to include the shipping address to avoid confusion
- City or place where the contact is located
- Postal code: Filter by the area where the contact is located
- Province: Include the demarcation of the contact
- Country: Add the country of origin of the customer, depending on the country you can choose the language in which documents are sent by default
- Country code: Choose the code used to represent each country
- Language: The documents are created in the language indicated by default
- Currency: Currency with which you are going to operate with the contact, it will be used in all the documents but you can always edit it from the same document
- Discount %: If a discount has been agreed with a contact it will be reflected in this field
- Account: Filter by customer or supplier account
- Reference: Internal company identification number
- Regime: Filter by the tax rate indicated in the contact
- Payment method: Search by the payment method established for each contact
- IBAN: Bank account number of each contact
- SWIFT: Security code of the contact
- Mandate Ref: Adds the reference of each contact in the interface
- Tags: Filters by the tags included in each contact
- Sales account: Filters by the sales account if it is a customer
- Purchase account: Search by purchase account in case it is a supplier
- Type: Type of contact you have registered (customer, supplier, opportunity, etc.)
- Type of contact: If it is a company or a person
Filter your contacts
- Text search (search bar): Enter the reference text to find a contact
- Selector: Use the selector to choose between Persons or Companies
- Segments: Filter your contacts by Customer, Supplier, Lead, and Unassigned
- From Add filter you can access the options detailed below
Options available in Add filters
- Tags: Filter by tags
- Created: Select according to the day the contact was registered (Last week, Last 30 days, Current month and Current year)
- Type: Choose between Customer, Supplier, Lead, Creditor, Debtor, Unassigned
- Regime: Select the tax type to group all the contacts that have a specific tax (General tax system, Intracommunity, Export/Import, Not subject, Sales equalization tax, Exempt)
- Sales account: Filter by contacts that have a specific sales account
- Archived: View all the contacts you have archived or set aside from the rest of active contacts
Click Save Segment to save your current filter selection so you don't have to re-check them in future searches
Edit your contacts
The changes you make when editing a contact will not be reflected in documents created prior to that edit
Get there
- Select the contact you want to edit
- From the side panel, in the Contact Information section, click Edit
Additional sections in the contact side panel
- Create new: From here you can create Notes, Quotes, Invoices, Opportunities, Activities, Delivery notes and Purchases related to a specific contact
- Persons: Allows you to relate other existing or newly created contacts
- Sales and purchases: Provides a summary of the total invoices received, average amount per invoice, average payment term days, as well as amounts pending collection associated with a specific contact
Import, export and update data
Get there
Access the three-point menu in the upper right corner to access update and import options
- Import contacts: Allows you to download the template to import your contact list (companies and associated contacts)
- Import contact people: From here you can download the template to import contact people data only
- Update contacts: Download the template to modify the data of multiple contacts and upload it again in Excel format to update them in bulk
- Update shipping addresses: Download the template to make the necessary changes to the shipping addresses associated with multiple contacts, and upload it again to update this information in bulk
If you want to export your contacts information in PDF or Excel format you can do so by clicking on the download icon that you will find at the right of the search bar within the Contacts section
Execute actions in bulk
Get there
- Select those contacts on which you want to perform the action, either through filters, segmentation or manual selection
- In the pop-up bar at the bottom of the screen, choose one of the available actions
Available actions
- Assign: Allows you to change the contact type, as well as add tags, or assign the contact to a group
- Send portal link: Selecting this option sends an email to the indicated contacts including the link to the client portal
- Archive: Remove contacts that you do not want to appear in the general list. Documents created for these contacts will not be deleted. In addition, you can always re-enable the contacts you have archived
- Delete: This option deletes the specified contacts in bulk. If you want to recover them, you can restore them from the Trash
Remember that the items in the Trash will only be saved for a number of days before they are permanently deleted
Learn here how to restore items from Trash in Holded