Contacts

Customers you invoice and vendors you buy from — contacts are the foundation of invoices, expenses, and reports in OjaSuite.

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What Is a Contact?

A contact represents any person or business you transact with. Contacts can be:

• Customers — you invoice them and track what they owe you.
• Vendors — you record expenses against them.
• Both — a contact that acts as both a customer and a vendor.

Every invoice, payment, and expense in OjaSuite is linked to a contact, which is why adding contacts before creating transactions is the recommended first step.

Adding a Contact

1. Navigate to Contacts → New Contact.
2. Enter the Display Name (required) — this is the name that appears on invoices and reports.
3. Optionally add:
   • Email — required for sending invoice emails and for Client Portal access.
   • Mobile — used for SMS notifications if enabled.
   • Address — appears on invoice PDFs.
   • Type — Customer, Vendor, or Both.
4. Click Save Contact.

Contact Types

Type	Use Case
Customer	Appears in the customer selector when creating invoices. Transaction history shows invoices and payments.
Vendor	Appears in the vendor selector when recording expenses. Transaction history shows expenses.
Both	Available in both invoices and expenses. Useful for contacts who are suppliers and customers simultaneously.

Viewing a Contact's History

Click any contact's name from the contacts list to open their detail page. Here you can see:

• All invoices issued to this contact, with status and balance.
• All payments received from this contact.
• All expenses recorded against this contact (if type includes Vendor).
• The total outstanding balance across all unpaid and partially-paid invoices.

Receivables

The contact detail page shows the cumulative balance owed by that customer — the sum of all Unpaid and Partial invoice balances. This gives you an instant view of what a specific customer owes without running a report.

For a full cross-customer receivables view, use Reports → Debtors List.

Editing and Deleting

To edit a contact, click their name and then click Edit. You can update all fields at any time.

Contacts that have linked invoices, payments, or expenses cannot be deleted — OjaSuite preserves the transaction history. To retire a contact, simply stop creating new transactions against them.

Importing Contacts

To add a large number of contacts at once, use the CSV import tool. See the Import article for a step-by-step walkthrough of the import wizard.