Creating Contact Data Items and How to Use Them

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.

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.

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.

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.

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.

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.

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.

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.