Update a contact's details

Edit a contact's details so you can get in touch with them easily, and enter default financial details to apply to transactions with the contact. For example, default tax rates, sales discounts, and due dates.

Update a contact's details

  1. Go to Contacts, then click All Contacts.
  2. Click the name of the contact you want to edit.
  3. Click Edit and enter your information in the Edit contact fields.

    Edit contact fields explained

  4. Click Save.

If you have the Adviser user role, you can see an audit trail of the changes in the History & Notes Activity report.

Contact fields explained

This section provides guidance and tips on the contact fields.

Contact Information

Field Description
Contact Name

Enter a name for the contact:

  • The name must be unique so your reports, invoices, bills, and other items are correct.
  • Changing a contact name doesn't affect bills, invoices, and transactions that use the previous name.
Add account number

You can add a unique account number (for example, a registration, membership or identification reference) to help you identify, reference and search for the contact.

You can use a combination of letters and numbers.

Primary Person

You can add a primary person as the main contact reference.

If you don't add a primary person, you can use the Attention field in the contact’s postal address to direct invoices and statements to someone else.

Email

You can add an email address to show on the contact’s invoices, credit notes, statements, remittance advices, receipts, quotes, and purchase orders:

  • If you add, edit or delete an email address that's used on a repeating invoice set to Approve for Sending, you're prompted to update the invoice template.
  • You're not prompted to update the invoice template when importing contacts.
Add another person

You can add up to five people to each contact (including the primary person).

You must enter an email address for the primary person before you can add another person.

Phone, fax, mobile, direct dial

If you enter contact phone numbers, you can customise the DOCX template to show the numbers on your invoices, credit notes, statements, quotes and purchase orders.

Skype Name/Number

If you use Skype, you can add your contact's Skype user name or phone number. Then you use the Skype icon to call them straight from Xero.

Website

You can add a website address for your reference.

Website addresses must begin with http://. For example, http://www.xero.com.

Postal Address

The contact's postal address shows on all transactions including paid items (invoices, credit notes, statements, quotes and purchase orders):

Financial Details

Field Description
Sales/ Purchase Settings

You can add a default tax setting and account for sales (invoices, credit notes, quotes, receive money) and purchases (purchase orders, bills, credit notes, spend money):

  • You can override the default values when you create individual transactions.
  • Xero doesn’t enter the default account for you, if you use the Create tab to create a spend or receive money transaction when reconciling a statement line. You'll need to click Add details to complete this information.
  • If you've set up tracking categories, you can select a default tracking option to use for the contact's transactions (including overpayments).
Tax rates

Enter the contact's VAT number and default tax rates to show the information on the PDF invoices, credit notes, statements, and purchase orders you send them.

Your own organisation's tax information is identified in your financial settings.

For most items these rates override the default tax rates set in the chart of accounts, and those set for any inventory items. This excludes purchase orders and quotes, which default to the tax rate used by the inventory item.

You can still override the rate when creating transactions.

Financial Settings

Xero uses the information in the EU Country field for your EC Sales List report.

Sales discount

You can add a discount for sales to the contact. Xero applies the discount when you:

  • Add a line item in a sales invoice.
  • Add a line item in a quote, and place your cursor in the Disc % column.

You can override the discount when creating transactions.

Currency

If your pricing plan includes multi-currency, you can select a default currency for your transactions with this contact.

You can override the currency when creating transactions.

Batch payments

If you make batch payments to a supplier, you can add their bank account details. The details then show on the bills to pay when creating batches.

The Bank Account Number field should have the sort code first then the account number.

Only users with the Contact Bank Account Admin permission can view and update contacts bank account details.

Give Contact Bank Account Admin permission to a user

Invoice settings

If you've set up more than one branding theme, you can select a default theme for the contact. You can override the theme when creating new transactions (invoices, credit notes, quotes, statements, and purchase orders.

Add a branding theme

You can also set default due dates for bills and invoices. You can override the default due date when you create a bill or an invoice.

How to set up custom due dates

Xero network key

If you enter a Xero network keyImage showing Xero to Xero icon. for the contact, you can choose to send invoices and bills from your Xero organisation to theirs.