Available for: Lite Classic Pro

You can add or edit your contacts in the Contacts module. There are two types of contacts you can add: a private individual or a company.

If you want to quickly add all of your contacts at once, importing your contact list is a better option.

You can also add a contact person to a contact. These are people that are affiliated with your contact. For example, a specific person who should receive the invoice, or other people in the same company that you also need to communicate with. You can add them in the Contact person tab of your contact.

In the Data tab of your contact, you supply basic information about your contact. In the Payment tab, you can fill in payment information that will be tied to this contact, such as discounts, VAT schemes and payment conditions.

In this article, we explain how to add or edit contacts and contact persons. Additionally, we explain all tabs in the Contacts module.

Add a contact

  1. Go to the Contacts module and choose + Add.
  2. Next to Type, select whether you want to create a private individual or a company.
  3. Fill in or configure the information in the other tabs. These are covered further down in this article.

Edit a contact

  1. In the Contacts module, double-click an existing contact to edit it.

Add a contact person

Contact persons are other people that are affiliated with your contact, and they can have their own unique contact information.

For example: A specific person (other than your main contact) who should receive the invoice, or other people in the same company that you also need to communicate with.

  1. When adding or editing a contact, go to the Contact person tab.
  2. Choose + Add.
  3. Fill in the information of your Contact person, and Confirm.png your changes.

Data tab

Type
Choose between Private individual or Company.

Folder
Choose the folder where this contact should be stored.
If you want to create a new folder, read our article about creating your folder structure.

Database number
The unique database number of your contact is for your internal reference and own bookkeeping. The number is tied to your invoices (in the Invoices module) and will be shown on packing slips. If you leave this field empty, Rentman will automatically generate a database number

Default contact person
Select your contact person.

Visiting, postal and billing address

You can add three different addresses to your contact. The visiting, postal and billing address have their own section with the following information to fill in:

Search address
Enter the postal code and house/company number. If the location exists, all information in this section will automatically be filled in for you.

Show/Hide map 
Click on Show map to view the Google Maps location of the address in this section.

Distance / Travel time
The distance and travel time are calculated from your own address (set in Configuration module > Settings > Time and location) to the address in this section. The distance and travel time are calculated using Google Maps.

Details

Warning
This warning message is shown when this contact is selected in a project.

Subject automatic project note
This remark is automatically added to projects when this contact is selected as client or location.

Automatic project note
This remark is automatically added to projects when this contact is selected as client or location.

Payment tab

Payment information

Invoice moment
Choose the invoice moment for this contact. You can create your own invoice moments in the Configuration module > Financial > Invoice moments.

Note: Choosing an invoice moment for a contact will override the invoice moment of the project, if the contact is selected as client.

Payment condition
Choose the payment condition for this contact. You can create your own payment conditions in the Configuration module > Financial > Payment conditions

Note: Choosing a payment condition for a contact will override the payment condition of the project, if the contact is selected as client.

VAT scheme
Choose the VAT scheme for this contact. Read our article about taxation (VAT) for more information.

Note: Choosing a VAT scheme for a contact will override the VAT scheme of the project, if the contact is selected as client.

Contact specific insurance percentage
If you select "Yes", you can fill in the insurance percentage for this contact.

Discount groups

Choose the discount percentage for your discount groups.

You can create your own discount groups in the Configuration module. Read our article about discount groups for more information. 

Group your contacts

Customers can sometimes also be your suppliers. Therefore, you might want to group your contacts.

You can use tags to give a specific label to a contact. To group a number of contacts, simply assign the same tag to them.

If a contact is both customer and supplier, give them a tag called customer and a tag called supplier.

It's not possible to group your contacts by using the folder structure, because it's only designed to store your contacts in the Rentman database.

Read our article about using tags

Frequently asked questions

Can I move a contact person to a different contact? (for example, somebody who works for two different companies)
No, this is not possible. Instead, you may add the same contact person to both contacts.
How do I add a contact (location) with multiple stages, areas or rooms and their own unique contact persons?
Currently, it's not possible to create a contact with subcategories for multiple stages, areas or rooms. You may simply create a new contact and add your information and contact persons there. For example, a contact named Tivoli Utrecht (Stage A) and a contact named Tivoli Utrecht (Stage B).
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