Add customers, vendors and donors

Contacts are the customers you bill, the vendors you pay, and the donors who give. Link a contact to the name your bank uses for them, and Balancivo tags their transactions for you. Donor statements and the 1099 report both come from contacts.

Steps

1. Go to Contacts. It's under Money in and out in the menu.
2. Click Add a contact.
3. Enter the Name, and the Email and Phone if you have them.
4. Choose what they are. Under This contact is a, check Customer, Vendor or Donor. Pick all that apply.
5. For a contractor you pay, check Send a 1099. This shows when Vendor is checked. Once you have their W-9, check W-9 on file too.
6. Add the Address. Donor statements print it on the letter.
7. Add Bank names. Type part of the name this contact shows up under on your bank statement, like "ZELLE FROM JOHN SMITH", then pick it from the suggestions, or choose Add "…" to use exactly what you typed. Add as many as you need.
8. Add Notes if you like, then click Add contact.

Import contacts from a spreadsheet

Owners can bring in a whole list at once, like a membership list or an export from other church software.

1. On Contacts, click Import CSV, then Download template.
2. Fill in one contact per row: Name (required), Email, Phone, Address, Type (Donor, Customer or Vendor) and Bank name (how their payments show on your bank statement). Save it as a CSV file. A file from another program works too, including separate First name and Last name columns, and separate Street, City, State and ZIP columns.
3. Click Choose a CSV file, check the contacts it found, and click Import.

Someone already in your contacts (matched by email, then by name) isn't added twice: Balancivo only fills in what their contact is missing. If a row has a problem, like an email address that isn't one, nothing is imported and Balancivo tells you which line to fix.

Good to know

• Transactions with a matching bank name are tagged with the contact: new ones as they come in, and ones already in your books when you add the contact or a bank name. A transaction already tagged with someone else stays with them.
• To tag a deposit by hand (a cash or check gift, say), use the From picker under its category on the Review page. Choose All at the top to find deposits you've already reviewed. When the bank name names the person (like ZELLE FROM RUTH OKAFOR for Ruth Okafor), Balancivo adds it to their bank names, so their other deposits under that name are tagged too, past and future. A shared name like DEPOSIT SUNDAY OFFERING is never added.
• A deposit whose bank name contains a contact's full name (like ZELLE: ADEKOYE SANNI for Adekoye Sanni, even with a middle initial or a reference number) is tagged with them, as long as only one contact fits. This works for names of two or more words.
• With Zelle memos on, people who send you Zelle payments are added and tagged from the Zelle alerts, so you don't have to type them in.
• Click a contact's name to see what you received from them and paid them this year, and their recent transactions. Click Edit to change them.
• Use All, Customers, Vendors and Donors at the top of the list, or search by name, email or phone.
• A vendor marked for a 1099 shows a 1099 tag, or 1099 · needs W-9 until you check W-9 on file.
• When you stop working with someone, open them and click Deactivate. They're hidden from lists and pickers, and new bank transactions stop linking to them, but their history stays. Check Show deactivated to find them, and click Turn back on to bring them back.
• You can also add a customer or vendor while writing an invoice or bill.
• Both owners and bookkeepers can add and edit contacts.