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How do I Use Contacts ?
How do I Use Contacts ?
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Written by Support
Updated over a week ago

The Contacts page is a database of all your contacts, such as suppliers and customers. Using this page you can add, view and edit contacts, archive inactive contacts, or filter them by customer, supplier, or groups that you can create yourself.

How do I find my Customers and Suppliers ?

  • To navigate to the page, select Contacts from the sidebar menu.

  • To view a list of customers and/or suppliers, select one of the three tabs at the top of the screen.

Note: hibooks automatically allocates a contact to a Customer and/or Supplier Group, depending on the nature of the transactions you have made with the contact. For instance, if you've received a bill from a contact, hibooks will assign the contact as a supplier. You can’t assign a contact to the Customer or Supplier Groups manually but the same contact can be in both groups.

How do I create a new Group ?

  • Select Groups on your Contacts page.

  • Select New Group from the drop-down menu.

  • Enter new group name.

  • Click on Create Group.

How do I Add a Contact to a Group ?

You can add a contact to a group in two ways :

  • Either you can do it individually by clicking on the button with three dots of the contact you wish to add to a group and then click on Add to Group.

  • Or you can do it in bulk by ticking the tickbox next to Name and Contact Person at the top left. If you wish not to add all contacts to a group then just tick the ones you do. Select Add to Group.

  • In both cases select a group from your list.

  • Click on Save. 

How do I Deactivate a Contact ?

Deactivating a contact will archive it, which means it will be disabled. You won’t be able to create any new transactions for it. When you deactivate the contact, you can still view or edit it and it will still be listed in reports.

You can deactivate in two ways.

  • Either individually you can select the button with three dots under Actions of the contact you wish to deactivate and select Deactivate.

  • Or you can do it in bulk, then tick the tickbox at the top left and tick the ones you wish to deactivate. Select Deactivate.

How do I Export the Address Book ?

  • On your Contacts page select the button with three dots next to the search bar.

  • Select Export all data.

By default, your file will be saved into the selected downloads folder of your browser.

How do I Import contacts into the Address Book ?

  • On your Contacts page, select Import.

  • You’ll be taken to the Import your Contacts page. Follow the 3-step instructions on the page. Download the hibooks Excel template file, adjust the template and upload a new file.

The hibooks Excel template file contains the correct column headings required to import your contacts data. It’s important that you don’t change the column headings provided in the template, otherwise the import won’t work.  

  • Click on Import Contacts when finished.

Note : if the Upload button is inactive, check if the file you’ve selected is in the correct format. The correct file format is .xlsx or .xls.

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