Manage clients and suppliers

Your institution’s clients and suppliers are saved as contacts, whether they’re people or companies. They’re the ones you choose as supplier or client when you register a budget or an invoice, and their bank accounts are the ones used to pay them by transfer.

You need permission

This option only appears if your access role allows it. If you don't see it, ask the person who manages your institution to review your role.

Add a contact

1. Go to People › Contacts and click Add.
2. In Main information, tick Company if it’s a company and enter its Company name, or the first name and surname if it’s a person. It’s the only required detail. Add the tax identification number and, if you like, Tags to find it later; you can type new tags.
3. In Address & contact, enter the address, phone numbers and email.
4. In Bank details, click Add bank account and enter the account holder and the IBAN. You need them to pay by transfer.
5. If it’s a person, in Company you can enter the company they work for, if it’s already in your contacts.
6. Click Create. You don’t need to reach the last step.

You’ll see Contact created and the contact can now be chosen in budgets and invoices.

You can also create it without leaving an expense or income: when you type in the supplier or client field and it doesn’t exist, choose the option to add it and this same wizard opens with the name already filled in. When you drop an invoice, if the supplier isn’t in your contacts, it offers to create it, as explained in Register invoices.

Find a contact

• Search: type their name, alias, email, city or a tag in the search box.
• Narrow it down: choose All, People or Companies, or open the filters to search by tags, city or region.
• See their record: click their row. You’ll see their details, their bank accounts with the IBAN partly hidden and their Activity: the total invoiced, their invoices and budgets for the dates you choose, and the breakdown by project.

Change a contact’s details

In the ⋮ menu on their row, choose Quick edit, or on their record click Edit data. Change what you need and click Save. When you edit their bank details you’ll see the full IBAN.

Archive or delete a contact

• Archive: select the contacts and use Actions › Archive selected. An archived contact no longer appears in the list or when choosing the supplier or client. To see it in the list, turn on Show archived.
• Delete: in the ⋮ menu on their row, choose Delete and confirm, or select several and use Delete selected. You have a few seconds to undo it.

Deleting a contact removes it from the invoices and budgets it appears in. Those records are kept, but without a supplier or client. If it already has activity and you won’t use it again, archive it.

If it doesn’t work

• You can’t click Create. The company name is missing, or the first name if it’s a person.
• Error appears when you save. Check that the email and phone numbers are written correctly and that every bank account has a holder and a valid IBAN.
• You can’t find the company in the Company step. It has to be in your contacts first, marked as a company.
• You don’t see Contacts in the menu. Your access role doesn’t include it. Talk to the person who manages your institution.

We will never ask you for your password or bank details by email. If you receive a message asking for them on behalf of Weikos, don’t reply and write to us at help@weikos.io.