Contact Information

Contact Information

Contact information management allows you to configure and maintain all the ways customers, suppliers, and other parties can reach your business. This information appears on invoices, quotations, and other business documents, ensuring professional communication and easy accessibility.

What is Contact Information?

Contact information includes various ways to reach your business:

• Phone Number: Primary business phone number
• Mobile Number: Mobile or alternate phone number
• Email Address: Primary business email address
• Website URL: Your business website address
• Fax Number: Fax number (if applicable)
• Social Media: Social media links (if configurable)
• Support Contact: Support-specific contact information

Accessing Contact Information Settings

To configure your contact information:

1. Navigate to Settings → Organization Settings → Business Settings
2. Look for the "Contact Information" section
3. You'll see fields for entering various contact details

Contact Information Components

Phone Number

Your primary business phone number:

• Include country code if needed (e.g., +91 for India, +1 for USA)
• Use standard phone number format
• This is the main number customers and suppliers will call
• Ensure it's a number that's always monitored

Example Formats:

• International: +1-555-123-4567
• India: +91-98765-43210
• Local: (555) 123-4567

Mobile Number

An alternate mobile number:

• Useful for urgent communications
• May be used for SMS notifications
• Can serve as backup contact method
• Optional but recommended

Email Address

Your primary business email address:

• Use a professional business email (not personal)
• Ensure it's monitored regularly
• Used for email notifications and communications
• Should be reliable and accessible

Best Practice: Use an email address like info@yourbusiness.com or contact@yourbusiness.com rather than a personal email.

Website URL

Your business website address:

• Include full URL with http:// or https://
• May appear on invoices and documents
• Helps customers find more information about your business
• Optional but recommended for professional appearance

Fax Number

Fax number if your business still uses fax:

• Include country code if needed
• Less commonly used but may be required for some industries
• Optional field

Step-by-Step Configuration

Step 1: Enter Primary Phone Number

Enter your main business phone number:

1. Include country code for international format
2. Use standard formatting
3. Ensure the number is correct and active

Step 2: Add Mobile Number (Optional)

Enter your mobile or alternate phone number if you want to provide an additional contact method.

Step 3: Enter Email Address

Enter your primary business email:

• Use a professional business email address
• Ensure it's accessible and monitored
• Verify the email address is correct

Step 4: Add Website URL (Optional)

Enter your business website URL if you have one. Include the full URL starting with http:// or https://

Step 5: Add Fax Number (Optional)

If your business uses fax, enter your fax number with appropriate formatting.

Step 6: Save Your Contact Information

Review all contact details for accuracy, then click "Update" or "Save" to save your contact information.

Where Contact Information Appears

Your contact information is displayed on:

• Sales Invoices: In the header or footer section
• Purchase Bills: As contact details
• Quotations: Both sales and purchase quotations
• Delivery Challans: Contact information for delivery coordination
• Payment Receipts: Contact details for payment inquiries
• Email Communications: In email signatures and notifications
• Reports: In report headers and footers
• Business Cards: If generating business card formats

Best Practices

• Professional Email: Use a business email address rather than a personal one
• Keep Updated: Update contact information immediately if it changes
• Verify Phone Numbers: Ensure phone numbers are correct and include country codes if needed
• Monitor Regularly: Ensure all contact methods are monitored regularly
• Consistent Format: Use consistent formatting across all contact information
• International Format: If doing international business, include country codes for phone numbers
• Accessibility: Ensure contact information is easily accessible to customers and suppliers

Multiple Contact Methods

Consider providing multiple contact methods:

• Primary Phone: Main business line
• Mobile: For urgent matters
• Email: For written communications
• Website: For self-service information
• Support Email: Separate support contact if applicable

Updating Contact Information

To update your contact information:

1. Navigate to Organization Settings → Business Settings
2. Locate the Contact Information section
3. Modify the relevant fields
4. Save your changes
5. The updated information will appear on all new documents

Important Note: Changes to contact information will only affect new documents. Existing documents will retain the contact information that was current when they were created.

Email Notifications

Your email address is used for:

• System notifications
• Email invoices and documents
• Account-related communications
• Support communications
• Marketing emails (if subscribed)

Tip: Ensure your email address is active and you check it regularly for important notifications.

Troubleshooting

Email not receiving notifications?

• Verify the email address is correct
• Check spam/junk folders
• Ensure email notifications are enabled in notification settings
• Test the email address by sending a test email
• Check email server settings if using custom domain

Phone number format issues?

• Include country code if needed (e.g., +91 for India, +1 for USA)
• Use standard phone number format
• Remove any special characters that might cause issues
• Verify the number is in correct international format

Contact information not appearing on documents?

• Verify that contact information is saved in Business Settings
• Check that document template includes contact information fields
• Ensure you're generating new documents (old documents won't update)
• Review template settings to ensure contact info is enabled

Website URL not working?

• Ensure URL includes http:// or https://
• Verify the website is accessible
• Check for typos in the URL
• Test the URL in a browser

International Contact Information

For international businesses:

• Always include country codes in phone numbers
• Use international phone number format
• Consider time zone information in communications
• Provide multiple contact methods for different time zones
• Use professional international email addresses

Contact Information Security

Consider these security aspects:

• Use business email addresses, not personal ones
• Protect contact information from spam
• Monitor all contact methods regularly
• Update immediately if contact information is compromised
• Use professional contact methods for business communications

Related Settings

Contact information works together with:

• Address Management: Complete business location and contact details
• Notification Settings: Configure how contact information is used in notifications
• Email Settings: Email server configuration
• Support Settings: Support contact configuration

Additional Tips

• Keep a backup of your contact information
• Update contact information immediately if there are any changes
• Use consistent formatting across all your business materials
• Consider including business hours in contact information if relevant
• For international businesses, ensure time zone information is clear
• Test all contact methods regularly to ensure they're working

Accurate and complete contact information is crucial for professional communication, customer service, and business accessibility. Take time to ensure all contact details are correct, up-to-date, and easily accessible!