Managing Contacts

Summary

Contacts in Jewlerist represent the external parties you work with: customers who commission or buy jewellery, vendors who supply materials or services, and labs that provide certificates or treatments. Every order, cost, and payment can reference a contact, making contacts the connective tissue between your inventory and your commercial relationships.

Who this is for

This article is for users who need to add customers, vendors, or labs to Jewlerist and want to understand what information to capture and how contacts are used.

Types of contacts

Jewlerist recognises two types of contacts:

Customer: Someone who buys from you or commissions work. Customers are referenced by orders and payments.
Vendor: Someone who supplies materials, services, or labour. Vendors are referenced by costs and expenses.

A single person or company can be both a customer and a vendor (for example, a gem dealer who also buys finished pieces). In that case, create two separate contacts — one as a customer and one as a vendor — so that orders and costs reference the correct relationship.

Creating a contact

Go to Contacts in the sidebar and create a new contact. You will be asked for:

Name: The display name of the contact (required).
Type: Customer or vendor (required).
Legal name: The formal legal name, if different from the display name.
Email: Primary email address.
Phone: Primary phone number.
Website: The contact's website.
Tax ID: A tax identification number (normalised to uppercase without spaces).
EU VAT number: A European VAT number, if applicable.
Tags: Labels for organising contacts (e.g. "Diamond supplier", "Wholesale", "VIP").
Notes: Free-text notes.
Avatar: An optional image (JPEG or PNG, max 5MB).

Address

You can add an address with street lines, city, region, postal code, and country. The address is used on invoices and orders.

Contact people

You can add one or more people associated with the contact. Each person has a name, email, phone, and optional title or position. Contact people are useful when a company has multiple points of contact (e.g. a buyer and an accounts payable manager).

Tax identifiers

For contacts that need formal tax tracking (especially for invoicing), you can add tax identifiers by country. Each identifier has a type (NIF, VAT ID, or other) and a value. Identifiers must be unique per contact, country, and type.

Using contacts

Contacts are referenced throughout Jewlerist:

Orders link to a customer. When you create an order, you select the customer who is commissioning or buying.
Costs link to a vendor. When you record a direct cost, you can specify which vendor supplied the material or service.
Tasks can be linked to a contact for follow-up or communication tracking.
Invoices include the customer's address and tax details.

When you open a contact's detail page, you can see all orders, costs, and tasks associated with that contact.

Filtering and searching contacts

The contacts list supports filtering by:

Search: Find contacts by name, email, or company name.
Type: Show only customers or only vendors.
Tags: Filter by one or more tags.

Use tags to organise contacts in ways that matter to your business: by product category, by relationship type, by region, or by any other grouping.

Archiving contacts

If a contact is no longer relevant, you can archive it. Archiving requires a reason and removes the contact from active lists while preserving its history and any references in orders, costs, or payments. Archived contacts can be restored if needed.