Xero - How To Use Groups To Manage Contacts

Using Groups to Sort and Manage Your Contacts

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In Xero Contacts, you can set up groups to sort the contact list into smaller groups specifically for your business.

You might want to group all the people on recurring contracts together.

The contacts could be grouped by sales rep, agent, department.

It can be really useful for chasing up debts or getting a quick overview of the small section of your business.

Groups does not work with reports, it order to customise reports you have to use tracking categories and/or layouts to create customised reports for your business.

Click the button below to get a full step by step procedure as a PDF.

Download This Procedure

Transcription

Welcome to another quick Xero self help video. This time on using groups to sort and manage your contacts.

In ‘contacts’ you can set up groups to sort you contact list into smaller groups specifically for your business. As you progress using Xero, you will find your contact can get quite unmanageable due to its size.

What we want to do is group all the people who might be on recurring contracts together, or it could be grouped by sales rep or agent or department and it can be really useful for chasing up debts or giving a quick overview on a small section of your business.

So let’s look into how we can use groups to manage our contacts. We click on ‘contacts’ – we can see we have ‘all contacts’, ‘suppliers’, ‘customers’.

In the demo version it has set up ‘contractors’ and ‘support clients’ – they are already there is we happen to be using them.

We click on ‘all contacts’ and we see we have a couple here already – we client on ‘new group’ and in this case it could be for Bob’s customers, one of our sales agents – click ‘okay’.

Then we are going to just look at a couple of these customers that could be Bob’s clients. So Basket Case, Bayside then click ’add to group’ or we can either create a new group or existing group – now have Bob’s customers there and get a quick overview of which of Bob’s customers are late with payment.

If of course, you want to delete this group because you are no longer using it, or it is not set up properly, you can just delete it as it is just a sorting mechanism so it doesn’t actually delete your contacts.

It is very useful in terms of being able to sort what is quite a large list of contacts.

Don’t forget if you wanted to download the PDF step by step instructions for setting up groups in contacts – just click the button below and get a PDF document for your systems and procedures. Disclaimer: The information provided in this article is general in nature and does not constitute personal financial, legal or tax advice. While every effort has been made to ensure the accuracy of this content at the time of publication, tax laws and regulations may change, and individual circumstances vary. Dolman Bateman accepts no responsibility or liability for any loss or damage incurred as a result of acting on or relying upon any of the information contained herein. You should seek professional advice tailored to your specific situation before making any financial or tax decision.