Creating and Editing Client Contacts

Client Contacts in FYI make it easy to record, manage, and update key contact information for your clients in one place. By managing contacts directly in FYI, practices can maintain accurate records and ensure client information stays synchronised with Xero Practice Manager (XPM).

For practices where the FYI as Primary feature is not enabled, contacts can be created in Xero Practice Manager, and synchronised to FYI.

Create a Client Contact

To add a new contact:

1. Click the Add button.
   
2. Select or enter the details as required. The Name field is mandatory.
   
3. By default, the Include in AutoFile will be ticked, so that emails for this contact will be considered during the automatic filing of emails. Refer to Using AutoFile with Client Contacts below.
    
4. Tick the Primary Contact field if the contact is the main contact for the client. If this is the first contact entered for the client, it will be ticked by default and can be unselected if not required.
    
5. Click Save.
    
6. The contact will be added and displayed in the Contacts list.

Primary Contact

The following fields on the Client - Summary tab will default to the Primary Contact details:

• Contact
• Email (if not entered for a client)
• Mobile (if not entered for a client)
• Salutation (if not entered for a client)
• Addressee (if not entered for a client)

For practices integrated with Xero Practice Manager, the primary contact will be synchronised and updated in XPM. Refer to Synchronising Clients, Staff, Jobs, Time, Tax Returns with Xero Practice Manager.

To manage the FYI as Primary settings, refer to Managing Practice Settings.

Using AutoFile with Client Contacts

If you have Include Client's Contacts set "On" in your practice's Email AutoFile Settings, AutoFile searches the Client's Contacts to find a matching email address. Client Contacts nominated as Include in AutoFile will be considered during the automatic filing of emails. 

This allows emails to be filed to the client when they are sent or received to/from internal team members, bookkeepers, advisers, etc. Refer to Managing Email AutoFile Settings and Practice Defaults.

You can select or deselect a Client Contact as Include in AutoFile as required. 

Editing Client Contact Details

To view and edit information specific to an individual contact, click on the Contact Name in the list to display the Contact drawer. 

Update the details as required and click Save. Changes made to the Contact will display in the Activity section of the Contact Drawer.

For practices integrated with Xero Practice Manager, when a change is made to a contact in FYI, a Pending Sync tag will be displayed while waiting for the updates to be synced with Xero Practice Manager. This tag is located beside the Client Name on the Client - Summary tab, and prevents updates from being overwritten by a user selecting the Sync from PM button. Once the updates have synced to Xero Practice Manager, the tag will be cleared.

Delete Contacts

Users can also delete Client Contacts. For practices integrated with Xero Practice Manager, the contact will also be removed from XPM. Deleted contacts cannot be restored.

1. Open the Client - Contacts tab. 
    
2. Tick one or more contacts in the list.
    
3. Click the Delete trash can icon in the toolbar.
   
4. A warning message will be displayed, click OK.
    
5. The contact will be deleted.