This article explains how to edit an existing contact's details in FreeAgent.
To edit a contact, navigate to 'Contacts' and then choose 'Edit' for the contact you want to edit the details for.
Or, alternatively, with the contact open, select the 'Edit Details' button.
Here's what the Edit Contact Details screen looks like.
As you can see, most of the information is optional. The boxes that have to be filled in are marked with red asterisks.
You can enter both a contact's own name and the organisation name, but you don't have to. You can enter just one name or the other.
Invoicing Options for a contact
Under the address boxes is the Invoicing Options section which we'll look at in a bit more detail. These are relevant if the contact is a client rather than a supplier.
If you want to set payment terms that are specific for this contact, you can enter them here. This will then be used on all new invoices and recurring invoice profiles that you create for this contact. It won’t change any existing invoices (including draft invoices) or any existing recurring invoice profiles.
You can choose whether to automatically email invoices, invoice reminders and thank you notes to your contact. These defaults will be used on all new invoices and recurring invoice profiles that you create for this contact. It won’t change any existing invoices (including draft invoices) or any existing recurring invoice profiles.
Invoice numbering sequence
You may want to tick the top box to set a specific sequence for invoices you issue to this contact. For example, you might want to prefix the number with the client's or their business's initials.
You have the option to display the contact's individual name as well as the organisation's name on the invoices. This is useful if you need to mark the invoice for a particular person's attention, for example the bookkeeper or purchase ledger clerk.
Charging VAT - or not
Depending on what you're supplying, and where you're supplying it, you may need to add VAT to the invoices you issue. In the 'Invoicing Options' area, you can choose to either:
- charge VAT if the client is based in the United Kingdom VAT area (this area includes the Isle of Man)
- always charge VAT
- never charge VAT
You can also enter the client's VAT registration number.
And you do also have the option to issue invoices and estimates to your clients in several different languages. Choose your language by selecting the drop-down arrow here.
Once you've finished making changes, select 'Save Changes' to keep them or 'Cancel' to exit from this contact's information without saving it.
Sent invoices not affected by contact changes
It's important to remember that if you make changes in this area, they won't affect invoices you've created for this contact and marked as sent.