JoomInvoice - Contacts Management

Contacts are your clients, customers, or business partners. JoomInvoice maintains a contact directory so you can quickly assign recipients when creating invoices and quotes, without re-typing their details each time.

Viewing Your Contacts

Go to Components > JoomInvoice > Contacts to see all your contacts.

The list shows:

• Name - The contact person's full name.
• Company - Their business or organization name.
• Location - Country.
• Linked to User - The Joomla username if the contact is linked to a site account.
• Total Invoices - How many invoices exist for this contact and their combined value.

You can sort any column by clicking its header. Click again to reverse the order.

Use the search bar at the top to find contacts by name, company, email, or linked Joomla username.

The list loads 20 contacts at a time and loads more as you scroll down.

Creating a New Contact

1. Go to Components > JoomInvoice > Contacts.
2. Click the New button in the toolbar.
3. Fill in the contact details (see fields below).
4. Click Save to create the contact and return to the list.

Contact Fields

Basic information:

Address:

Tax:

Editing a Contact

Click on any contact in the list to open it in a detail panel. The panel has tabs:

• Details - Edit the contact's information.
• Invoices - View all invoices assigned to this contact.
• Quotes - View all quotes assigned to this contact.
• Payments - View all payments related to this contact.

Use the arrow buttons to navigate between contacts without going back to the list.

After making changes, click Save to save and close, or Apply to save and keep editing.

Deleting Contacts

Single contact: Open the contact detail panel and click Delete.

Multiple contacts: Select the checkboxes next to the contacts you want to remove, then click the Delete button in the toolbar. You will be asked to confirm before anything is deleted.

Linking a Contact to a Joomla User

Linking a contact to a Joomla user account allows that user to view their own invoices and quotes when they log in to the frontend of your site.

How to Link

1. Open a contact for editing.
2. Click the Link to Joomla User toggle to Yes.
3. In the search field that appears, start typing the Joomla user's name, username, or email.
4. Select the correct user from the dropdown.
5. Click Save.

The linked username will appear in the contacts list under the Linked to User column.

How to Unlink

1. Open the contact.
2. Click the Link to Joomla User toggle to No.
3. Click Save.

What Linking Does

• Frontend access - The linked user can see their invoices and quotes on the frontend when logged in (requires a JoomInvoice menu item).
• Payment links - When using the auto auth code mode, payment links for linked users will not include an auth code since they can log in instead. See Client Portal for details.

Using Contacts When Creating Invoices

When you create or edit an invoice, you do not have to type the recipient's details manually. JoomInvoice gives you several options on the Recipient tab:

Assigning an Existing Contact

1. On the invoice form, go to the Recipient tab.
2. Choose Link to Existing Contact.
3. Start typing in the name field - a dropdown will show matching contacts.
4. Select the contact. All recipient fields (name, company, address, email, etc.) are filled in automatically.
5. You can still edit any field on the invoice without changing the saved contact.

Creating a New Contact from an Invoice

1. Enter the recipient's details on the invoice form.
2. Choose Create New Contact.
3. When you save the invoice, a new contact is created with the recipient information you entered.

Updating an Existing Contact from an Invoice

1. Assign an existing contact to the invoice.
2. Modify any of the recipient fields as needed.
3. Choose Update Contact Data.
4. When you save the invoice, the linked contact record is updated with the new information.

No Contact Link

Choose Do Not Link to Contact if you want to enter recipient details on the invoice without creating or linking a contact record.

EU VAT ID Verification

If your business deals with EU clients, you can enable VAT number verification:

1. Go to Components > JoomInvoice > Options (Preferences button).
2. Enable Show EU VAT ID verification button.
3. Enter your vatlayer.com API key (you need a free or paid account at vatlayer.com).
4. Save the settings.

Once enabled, a Verify button appears next to the VAT ID field when editing an invoice recipient. Click it to check whether the VAT number is valid and registered in the EU VIES database.

Importing Contacts from Other Extensions

If you use other Joomla extensions to manage customers, JoomInvoice can search their databases directly when you create an invoice. This is handled through search integration plugins.

Supported extensions:

To use these integrations:

1. Go to Extensions > Plugins.
2. Search for joominvoicesearch.
3. Enable the plugin for the extension you use.
4. When creating an invoice, the contact search will now also return results from that extension.

Selected contacts are imported into JoomInvoice's contact list automatically.