Overview
Contacts are general business contacts kept in QBM for communication, classification, and information management. They can represent people or organizations and can be grouped for easier lookup and reporting.
Main purposeMaintain a shared contact book for people and organizations.
Useful forCommunication, organization, relationship tracking, and supporting reference data.
Business valueCleaner address-book management and better classification of important contacts.
Where To Find It
Common Paths: Company > Contact List > Contact Details and Company > Contact Group Detail
The exact menu placement may vary slightly, but the public QBM screen names commonly appear as Contact Details, Contact List, and Contact Group Detail.
Note: If the record needs full financial control for invoicing or payables, the dedicated customer or vendor screens are usually the better place to maintain it.
Contact Groups
Contact groups are used to classify contacts into meaningful business categories. This makes lists easier to search and manage.
- Use groups for segments such as partners, external contacts, agencies, consultants, or any other company-defined category.
- Keep group names simple and business-friendly.
- Create the group first when you know many similar contacts will belong to it.
Contact Fields And Tabs
| Field Or Area | What It Means |
|---|---|
| Name / Company Name / Full Name | The main identity of the contact and how it appears in lookups and printouts. |
| Contact Type | Classifies the contact as a customer-type, vendor-type, or other contact according to your business use. |
| Contact Group | The group used to organize the contact for easier filtering and reporting. |
| Inactive | Stops normal use of the contact while keeping the record and history. |
| Partner Since | The date the relationship began. |
| Contact Name And Title | The main person and role linked to the contact record. |
| Phone, Mobile, WhatsApp, Email, Website | The contact methods used for communication. |
| Address Information | Main and additional addresses, including printed format choices and document visibility. |
| Identification And Personal Details | Available in some setups for more detailed information such as ID dates, nationality, residency, occupation, or birth details. |
| Image | An optional photo or image attached to the contact record. |
| Custom Fields | Company-specific extra information defined by your business. |
| Documents | Attachments linked to the contact record. |
| Activities Or Schedules | Optional areas for reminders, follow-up, or recurring tasks where enabled. |
Address Book
Contact records can hold multiple addresses. This supports main office, billing office, shipping office, branch office, or individual-specific contact points.
- Use primary address for the main contact location.
- Use default billing and default shipping only where those ideas make business sense for the record.
- Review printed address format so outgoing documents remain clear and professional.
- Use Show In Documents only when the address should appear on printed or emailed output.
Recommended Workflow
- Create the contact group first if the contact belongs to a new category.
- Create the contact and enter the main name, type, and group.
- Add the core communication details and at least one useful address.
- Complete any custom fields, identification details, or documents only if your process requires them.
- Save the contact and review it from the contact list to confirm it is easy to find.
Best Practice
Best practice: Use contact groups consistently so the contact list stays easy to filter and support teams can quickly find the right people.
Important: If the contact needs full credit, payables, or financial setup, move that work to the customer or vendor master rather than relying only on a general contact record.
- Avoid duplicate contact records for the same person or organization.
- Keep only useful contact methods and remove outdated entries.
- Use inactive status for old contacts you may still need for history.