View a contact's activity and notes
View outstanding balances and all activity related to a contact including invoices, bills, transactions, changes to contact details, and notes. You can also add a note or save an email to a contact's activity stream.
Outstanding balances and activity
Once you've approved invoices or bills for a contact, you'll see any outstanding balances and information on the items awaiting payment. You'll also see open quotes, and purchase orders and expense claims awaiting payment.
Balances owed take into account any credit notes, payments or part payments already made. Prepayments and overpayments aren't included in this amount.
Click the View recent invoices report to go to the Accounts Receivable Invoices report. Click the View recent bills report to go to the Accounts Payable Invoices report.
Payment bar graph
The payment bar graph shows all payment activity for a contact, including spend money and receive money transactions, in the month the payment was made.
Invoices, bills, quotes, purchase orders, and expense claims
The activity record for an invoice, bill, quote, purchase order, or expense claim includes the amount, action taken, item number, and the due date or activity date.
To view or copy an item, click the arrow next to the record and select View or Copy. You can also view an item by clicking on the item number.
Spend or receive money transactions
The activity record for a spend or receive money transaction includes the amount, type, transaction date, and transaction name. To view the transaction, click the arrow next to the record and select View, or click on the transaction name.
The following user activity is displayed with a user name and timestamp:
- Changes to contacts (create, archive, merge, edit)
If a contact's name or financial information is changed, the changes are specified in the activity record.
If you have the Adviser user role, you can see an audit trail of the changes in the History & Notes Activity report.
- Adding a note
- If a note is recorded against an invoice, bill or transaction for a contact, the note will be recorded with a link to the item.
- A note is automatically added when a statement is generated or emailed to the customer.
- Viewing outstanding bills
If you've sent an online invoice, credit note or prepayment and allowed links to outstanding bills, Xero records each time someone views it online.
- Customer email from an online invoice, credit note or prepayment
The screen is responsive, so you can expand it to view additional columns if you have a wider screen. Columns include account number, reference, date, activity date, amount due, and total.
The notes tab displays all notes for a contact.