All company contacts, individual buyers and business partner suppliers, are stored in a single contact database since you may have both sales and purchase transactions with the same partner.
If you integrate with accounting software, you can synchronize and import contacts that are already in your accounting system.
How to add contacts
Contacts are added to Envoice automatically when you upload purchase invoices or receipts. Envoice reads the supplier's name from the document, allowing you to add contact details without navigating to the Contacts dashboard.
To add a contact manually without an invoice or receipt:
Go to Contacts.
Click Add new
Enter the contacts Country so that our system can search any linked databases for additional information.
Fill in the required* and optional fields.
The left side of the contact view can be auto-filled through our databases depending on the contacts country. The right side contains information needed to simplify and automate data entry:
| Type* | If set to "individual", Envoice's validation for required invoice details is less strict (e.g., registry code and full address are not required). |
| Country of registration | The country where the company is registered. |
| Name* | Name of the company or person |
| Registration number | The legal companies registration code |
| Tax ID number | Must be filled out for Envoice's tax recalculation functionality to work. |
| Address City Postal code Municipality | Registered company address. This is also displayed on sales invoices created in Envoice. |
| State/region | County for Estonian companies, or state for foreign countries (e.g., the US). |
| Country | The country where the contact is located. |
| Phone | The contact's primary phone number. |
The email address used for sending sales invoices or other information. | |
| Contact person name | The primary contact person at the company. |
| Contact person email | Direct email for the contact person, if different from the general company email. |
| Department | The department of the contact person. |
| Bank account | The IBAN entered here is suggested when processing a purchase invoice and is used for generating payment files. |
| Bank account BIC | The bank's BIC/SWIFT code. |
| Payment receive differs from supplier | Used when an invoice is issued by one entity but payment must be made to another. |
| Customers reference number | Enter an existing reference number here, or it will be displayed if you generate reference numbers in Envoice |
| Customer code | Fills automatically based on the chronological sequence of added contacts. |
| Connected reporting person | Link the contact to a specific reporting person (submitter) in your company. |
| SmartRecord automatically | Determines if the SmartRecord tool applies to this supplier's invoices. If enabled, invoices are automatically coded and forwarded to your accounting software (if integration is configured). |
| Item-based view | Override the company-wide default to enable or disable line-item view for this specific contact. |
| Line item extraction | Follows the company's default settings, but can be manually enabled or disabled for this contact. |
Purchase and sales default values
Default values are preset rules linked to a specific supplier or customer. When applied to a contact, Envoice automatically populates specific fields on their incoming or outgoing invoices.
Setting purchase default values
These apply to incoming purchase invoices and receipts.
You can preset the payment method, payment term (in days), line description, and dimensions (e.g., cost center or project).
Note: If a posting template is active for the contact, it will override the default dimension values.
If the default payment method is set to bank transfer with a specific number of payment days, Envoice uses this to calculate the invoice due date.
Setting sales default values
These apply to outgoing sales invoices created for the customer.
You can set the customer's preferred payment term, payment method, and currency.
Important While default values automate data entry, the system remains flexible. You can manually override any default value directly on an individual invoice or receipt.
How to merge duplicate contacts
If you have multiple contact cards for the same supplier or customer, you can merge them.
Go to Contacts.
Check the boxes next to the contacts you want to merge.
Click Options and select Merge.
Select the contact card you want to keep and click Merge.
Note: This action cannot be undone. Merged contacts cannot be separated. All documents, transactions, and history are linked to the remaining contact, and no data is deleted. Make sure to merge the corresponding contacts in your accounting software as well.
Deleted and merged contacts are moved to the Archive view.