1
Open account settings
Click the profile icon located at the bottom-left corner of the dashboard and select Settings.
Creating Contact Data Items and How to Use Them
Find out how to set up and use contact data items to automatically personalise your sales documents.
Creating Contact Data Items and How to Use Them
Learn how to create custom contact data items to store additional contact information and use those fields across your contacts and documents.
Steps to create and use contact data items
2
Open Custom Data Items
In the settings sidebar, click Custom Data Items to access global custom field settings.
3
Select the Contact tab
At the top of the Custom Data Items page, click the Contact tab to create custom fields specifically for contacts.
4
Add a new contact data item
Click + Add Data Item to create a new custom contact field.
5
Configure the custom field
Enter the field label, choose whether the field is required, select the field type, and define a default value if needed.
6
Create a Department field
In this example, create a custom field named Department and set the default value to Marketing.
7
Save the contact data item
Click Save to apply and store the new contact custom field.
8
Open the Contacts section
Navigate to the Contacts area from the left sidebar to start using the newly created contact data item.
9
Create or edit a contact
Add a new contact or edit an existing contact record to view the custom contact data field.
10
View the default value
When creating a new contact, the custom field will automatically display the configured default value.
11
Edit the contact field value
Modify the custom field value as needed for individual contacts directly within the contact editor.
12
Save the contact changes
Click Save to store the updated contact information and custom field values.
Frequently Asked Questions
What are Contact Data Items in QuoteCloud?
Contact Data Items are custom fields you create in QuoteCloud to store client-specific information—such as company details, billing addresses, account numbers, licences, or any other bespoke data. These fields are reusable and can be automatically inserted into quotes, proposals, and other documents so client information is consistent and personalised across all your sales materials.
Why should I create custom Contact Data Items?
Creating custom Contact Data Items lets you capture information that isn’t available in QuoteCloud’s standard fields, ensuring documents are complete and tailored to each client. Custom fields improve accuracy, speed up document generation, and maintain consistent personalisation across quotes and proposals.
How do I create and manage Contact Data Items?
Create and manage Contact Data Items from your QuoteCloud account’s contact settings or data fields area (the Contact Data Items section). Add descriptive field names, save them to the contact record, and update values as client information changes—any new or updated data will then be available to insert into documents.
How do I use Contact Data Items to personalise quotes and proposals?
Insert Contact Data Items into your document templates or individual quotes and proposals; when you generate a document for a specific contact, QuoteCloud automatically pulls that contact’s saved values and populates the fields. This lets you produce personalised, client-ready documents without manually retyping client details.
Can I add custom data fields to products as well?
Yes. QuoteCloud supports custom Product Data Items so you can store extra information about products or services—such as specifications, extended descriptions, or pricing details. These Product Data Items can also be inserted into quotes and proposals; for step‑by‑step instructions, see the Guide on Using Product Data Items.
Can Contact Data Items be reused across templates and documents?
Yes—Contact Data Items are designed for reuse. Once you create a data item you can insert the same field into multiple templates and document types so the same contact information populates consistently wherever it’s used.
What are best practices for naming and organising Contact Data Items?
Use clear, consistent field names that describe the data (for example, 'Billing Address', 'Company Registration', or 'Delivery Notes'), group related fields logically, and add only required fields to avoid clutter. Keep data up to date on contact records and use the same fields across templates to maintain uniform personalisation and reduce errors.
Are there industry-specific uses or examples of Contact Data Items?
Yes—Contact Data Items are useful across industries: travel firms can store passport or loyalty numbers, construction firms can save site‑access details or contractor licences, and B2B sellers can keep billing codes or purchase order references. For product-specific needs and additional instructions, review the Product Data Items guide referenced in QuoteCloud’s documentation.