BillbookHelp
Clients

Contacts, people and who can see what

Keep one contact book for the firm, link each person to the clients they act for, and tidy up duplicates.

  1. Add a contact
  2. Link to clients
  3. Merge duplicates

A contact is a person you deal with. A client is a taxpayer. One person can be the director of a company, trustee of a trust and a client in their own right, and you keep them as one contact linked to each.

How do I add a contact to a client?

  1. Open the client's ClientContacts.
  2. Choose Add contact.
  3. Pick someone already in your contacts, or enter a new name and email.
  4. Choose their Role, such as director, trustee or bookkeeper.
  5. Tick Gets emails about this client (checklists and document requests) if they should.
  6. Choose Add contact.

For a person's own tax file, choose Add someone acting for them instead, for a guardian, power of attorney or executor.

Access that stops on a known day, like a guardian until the child turns 18, can end by itself. Fill in Access ends on (optional).

How do I change the main contact?

On the client's ClientContacts, choose Make primary beside the person. The main contact is who you'll talk to first.

Where do I keep the client's addresses?

Under Addresses on the same page, choose Add address for a postal or business address, ready for letters and returns.

Where's the firm's whole contact book?

ClientsContacts lists every person and the clients they're linked to. Search by name, email or phone, or choose New contact to add someone before you link them to a client.

Open a contact to see their roles and Past roles. From there you can:

  • Edit their name, email or phone.
  • Fill in Personal details: Date of birth and Director ID.
  • Make this person a client, or Open their client file if they're one already.

Once a person signs in to Billbook, they keep their own personal details up to date. Every accountant they work with sees the same.

How do I delete a contact?

Open them and choose Delete, then Delete contact. It can't be undone, so only delete someone added by mistake. For anyone who's moved on, remove their access to each client instead.

How do I remove someone's access to a client?

On the client's contacts, choose remove beside them. Their access ends today and stays in the access history.

How do I fix duplicate people?

  1. On ClientsContacts, choose Possible duplicates.
  2. For each pair, choose Merge, or Not the same person so it won't show again.

You can also open a contact and choose Merge a duplicate.

If both records are clients in their own right, merge the client files first.

Next

Give clients access to the client app

Invite a client's people to the Billbook client app, choose what each can do, and resend or cancel invitations.

Put clients into groups

Keep a family or one owner's companies and trusts together, see their open work in one place and assign staff to the lot.

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Structure

List the directors, shareholders, trustees, beneficiaries, partners and members behind a client, and link them to your other clients.

Assign staff

Put staff on a client, a group or a person's whole family of clients, decide who sees which clients, and let new jobs pick the right people.

On this page

How do I add a contact to a client?How do I change the main contact?Where do I keep the client's addresses?Where's the firm's whole contact book?How do I delete a contact?How do I remove someone's access to a client?How do I fix duplicate people?Next