Managing Customer Contacts

Modified on Wed, 22 May at 4:44 PM

Summary: How to create and manage customer contacts for communication and Customer Portal access in Centime.

Manage Receivables: Manage customer profiles, preferences and view history.


Customer Contact Role Types

 There are two Customer Contact Role types: 

  • Invoice presentment: Contacts in Centime that are designated to receive invoice delivery emails. 

  • Communication contact: Contacts in Centime that receive email reminders, workflow reminders, and statements. 

If both options are selected for a specific role, then all emails would be received by contacts assigned to that role. If none of the options are selected for a specific role, then no emails would be received by the contacts assigned to that role.

All contacts will have access to the Customer Portal. 

Create Customer Contacts

Customer contacts can be created in two ways:

  1. Create a contact in your accounting system. From there, the contact will sync over to Centime under the Customer Profile. 

  2. Create a new contact in Centime. Create a contact directly from the Customer Profile. Contacts created in Centime will not sync back to the accounting system. 

Click into a customer to access a Customer Profile. In this example, our customer also happens to be an individual, John Melton.

From there, select the Contacts tab to view synced contacts for that Customer and to create new contacts. Contacts can be edited in Centime to have various roles for your collections process even if that functionality is not present in your accounting system (e.g. QuickBooks). Contacts created in Centime can also be deleted. To access a customer's Customer Portal, you can add yourself as a Communication Contact. 

Each contact can be assigned a role. Communication status is determined by the whether or not the assigned role has been designated as a Communication Contact role. 

Some role types are automatically assigned communication status when they sync in from the ERP:

  1. QuickBooks Desktop: Company Contact
  2. QuickBooks Online: Company Contact
  3. NetSuite: Company Contact, Primary Contact

You can change the contact's role by editing the contact in the Customer Profile.

Create and Designate Communication Types

To add or configure customer contact roles, navigate to Settings > Receivables > Customer Contact Roles. 

To change a role's communication type, click the pencil icon, select the status you want from the dropdown, and save.  

Any contacts that have a Communication Contact type will receive communications and Customer Portal access. This will be indicated with a Communication Contact icon will appear next to their name in the Customer Profile.

For QuickBooks Desktop and QuickBooks online, the only role that will sync in from your accounting system is the Company Contact. NetSuite users will have multiple contact roles that sync in. Regardless of which accounting system you are using, you can have up to 30 roles in Centime and configure communications accordingly. 

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