🌐 Why This Page Matters
📑 The Billing Contacts page is critical for maintaining accurate billing communications. With this page, you can:
📧 Ensure invoices are sent to the right contacts for each location.
🔄 Maintain a list of primary and secondary contacts for billing purposes.
🚀 Streamline your invoicing process by automatically populating billing contacts in the "Email To" and "CC" fields when sending invoices.
✅ Keep all billing communications clear, consistent, and accessible.
✅ In short: It simplifies billing communications, ensuring invoices reach the correct recipients without manual entry.
📝 What You Can Do Here
👁️ View all existing billing contacts for your company.
➕ Add New Billing Contacts: Specify contact details, department, and mark them as primary if needed.
📝 Edit Existing Contacts: Update contact details for accurate billing communication.
❌ Delete Billing Contacts: Remove unnecessary contacts (only if not associated with any job).
📧 Automate Invoice Delivery: These contacts populate in the "Email To" and "CC" fields while sending invoices, eliminating the need for manual entry.
🚀 How to Add a Billing Contact
Go to Settings > Billing Contacts in your Company Settings.
Click the "Add Billing Contact" button.
Fill out the following details:
Company Location: Choose a location from the dropdown (populated from Billing Location & Overtime).
Contact Name, Email, and Phone Number: Enter the contact’s details.
Contact Department: Select a department (Branch Manager, AP Manager, Accounts Department).
✅ Mark as Primary Contact (Optional): If this contact should be the primary point of contact for billing.
Click "Add" to save the contact.
✏️ How to Edit a Billing Contact
Locate the contact you want to edit in the list.
Click the Edit (Pencil Icon) next to the contact.
Update the necessary details.
Click "Save" to confirm changes.
❌ How to Delete a Billing Contact
Find the contact you wish to delete.
Click the Delete (Trash Icon) next to the contact.
Confirm the deletion.
❗ Note: You cannot delete a billing contact if it is associated with any active job.
📌 Points to Remember
✅ Automatic Invoice Integration: The Billing Contacts you add here are directly used when sending invoices. They automatically appear in the "Email To" and "CC" fields.
✅ Primary Contacts Matter: Always set a primary contact for each location. This ensures that the most important contact receives critical billing communications.
✅ Cannot Delete If Linked to Jobs: A billing contact cannot be deleted if it is associated with any active job. Always check job associations before attempting to delete.
✅ Accurate Details are Crucial: Double-check contact details (email, phone) to avoid billing miscommunications.
✅ Regular Updates: Periodically review and update billing contacts to ensure you have the most current information.
💡 Quick Tips
📧 Automate Invoice Contacts: The Billing Contacts you add here are directly used when sending invoices. They automatically appear in the "Email To" and "CC" fields, ensuring that the right people receive the invoice without manual entry.
✅ Mark Primary Contacts: Always designate a primary contact for each location for clear communication.
🚫 Deletion Restrictions: A billing contact cannot be deleted if it is linked to any active job. Ensure no active jobs are associated before deleting.
🛡️ Keep Contacts Updated: Regularly review and update billing contacts to maintain accurate communication.