Create Contact Data Items and Their Usage

Frequently Asked Questons (FAQs) - Create Contact Data Items and Their Usage

What are contact data items in QuoteCloud?

Contact data items are reusable data records that store customer or contact information (for example: name, company, phone, email, address). They let you manage and maintain consistent customer details centrally and insert that information into documents and templates across QuoteCloud.

How do I create a contact data item?

Create a contact data item by adding a new data entry in QuoteCloud’s custom or global data items area, give it a clear name, populate the contact fields you need (such as company, contact name, email, phone and address), then save. Once saved, the contact item can be reused in templates and documents.

How do I use contact data items inside documents and templates?

Insert contact data items into templates or documents using QuoteCloud’s merge fields or data-item placeholders. When you link a document to a contact data item, the merge fields populate automatically with the stored contact details, personalising the document and ensuring consistency.

What is a global contact data item and when should I use it?

A global contact data item is a centrally stored contact record accessible across multiple documents and templates. Use global items when the same contact information is required in many documents (for example, a recurring client or partner), so updates are reflected everywhere the item is used.

Can I update a contact data item after it’s been used in existing documents?

Yes. Updating a contact data item updates the stored record; documents and templates that reference the item will show the updated values the next time they render or when you refresh merged data, helping keep customer information consistent across documents.

Are there recommended naming and field best practices?

Use descriptive, consistent names for contact items (company name + contact name) and standardise field usage (e.g., separate fields for first/last name, company, role). This makes items easier to find, reduces duplicate records, and ensures templates map correctly to the fields you use most.

Can contact data items be used with QuoteCloud integrations (for example, QuickBooks Online)?

QuoteCloud integrations (such as QuickBooks Online) sync customer and transaction data between systems. For details on how contact data synchronisation works with a specific integration and best practices for mapping fields, see the integration documentation for that connector.

Where can I find more information and related resources?

See related QuoteCloud resources for broader context and integrations: Product Overview (https://www.quote.cloud/product-overview), Document Generation (https://www.quote.cloud/document-generation-software), QuoteCloud with QuickBooks Online (https://www.quote.cloud/quickbooks-online-with-quotecloud), and TravelDocs mobile app (https://www.quote.cloud/traveldocs-mobile-app).