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How to Create and Edit Contacts in Rackbeat

Add and edit contacts in Rackbeat to streamline handling of orders, quotes, invoices, and automatic email recipients.

In Rackbeat, you can add contact persons to both customers and suppliers. This makes it faster and easier to create sales orders, purchase orders, quotes, and invoices, as contacts can be used as references and automatically included on relevant documents and emails.

Contacts can:

  • Be added as "Your reference" on orders, quotes, and invoices

  • Appear as "Att." on PDFs

  • Be added as CC/BCC recipients on emails sent from Rackbeat

  • Be set as the default contact for a customer or supplier

This guide is divided into two parts: contact persons for suppliers and contact persons for customers.

Contact Persons for Suppliers

How to create a contact person:

  1. Go to the Purchases module and select "Suppliers".

  2. Find the supplier you want to add a contact to and click the supplier number.

  3. Click the "Contacts" tab in the supplier information menu.

  4. Click "Create Contact Person", as shown in the image below:

  5. Fill in the following fields:

    • Name

    • Email

    • Phone

    • Job Title

You can also import multiple contacts using the "Import / Export" option.

Where are contacts used in the purchase flow?

  • As "Your reference" on purchase orders

  • As CC/BCC recipients on purchase emails

  • On supplier invoices and credit notes

  • As the default reference for the supplier

Contact Persons for Customers

How to create a contact person:

  1. Go to the Sales module and select "Customers".

  2. Find the customer you want to edit and click the customer number.

  3. Click the "Contacts" tab in the customer information menu.

  4. Click "Create Contact Person" and fill in:

    • Name

    • Email

    • Phone

    • Job Title

    • Select which documents the contact should automatically receive copies of:

      • Orders

      • Quotes

      • Invoices

      • Delivery notes

You can also import contacts via "Import / Export".

Where are contacts used in the sales flow?

  • As "Your reference" or "Att." on quotes and orders

  • As CC/BCC on:

    • Quote emails

    • Order emails

    • Shipment emails with delivery notes

    • Invoice emails

  • On sales invoices and credit notes

  • As the default contact person for the customer