(If you operate a NZ company, you're in the wrong place - try here).
Creating new contacts in Joy Pilot is a straightforward process that allows you to keep track of everyone you do business with - from individual clients to large companies. These contacts play a crucial role as they will be the entities receiving and, most importantly, paying your invoices. Here's how you can effortlessly add a new contact to your Joy Pilot account.
Navigating to the Contacts Page
To start, click on 'Business' found in the top menu bar, then select 'Contacts'. Alternatively, you can access the contacts page via the left-hand side menu or by clicking the green plus (+) button at the top menu.
Once on the contacts page, you can view a list of all your existing contacts. From here, you can edit them or archive them if their contract has finished.
Adding a New Contact
On the contacts page, click the green '+ Add New' button located at the top.
A window will pop up where you can enter your new contact's information. Start with the 'Client Name' or the company name, which is the only required field at this stage. Though this is the minimal requirement, adding more information now saves time later.
(Optional) Fill in the 'Default Contract Rates' to help auto-populate future invoices for this contact, saving you time.
'Contact Name' is for your records and does not appear on invoices. However, the email address entered here will be where invoices are sent if you choose to email them.
Setting Up Invoice Details
Under 'Invoice Settings', fill in the 'Contact Detail', 'Contact Reference', and 'Payment Terms'. Note: Contact Detail appears on invoices; Contact Reference does not. Payment Terms will be displayed at the bottom of your invoices along with your account details.
For businesses in the construction sector, adjust 'CIS Deductions' to 'Yes' if necessary. If not applicable, leave as 'No'.
Specify 'Off Payroll Rules for IR 35' as 'Yes' if working through an agency or end client affected by these rules. Otherwise, select 'No'. For more information on IR35, visit here.
Finally, input the 'Contact Address Information', which will be displayed at the top of your invoices.
Saving Your New Contact
After inputting all necessary details, click the ‘Save’ button.
Your new contact will now appear in the list on the contacts home page.
Managing Contacts
Archiving Contacts: Once a contract is completed, you can archive a contact by clicking the red filing box icon next to their name. To view archived contacts, switch the 'Active Contacts' button to 'Archived Contacts'.
Reactivate an Archived Contact: If you resume work with a previously archived contact, you can reactivate their profile. Simply edit the archived contact, change their status from archived to active, make any updates needed, and click 'Save'. They will then appear back in your Active Contacts list.
Summary
Efficiently managing your contacts is key to maintaining smooth business operations. By adding new contacts to Joy Pilot, you not only keep your business organised but also make invoice creation and management a breeze. Whether for current projects or reactivating past clients, Joy Pilot simplifies the process, allowing you to focus on what you do best.