Manage Contacts
Manage payees and merchants, merge duplicates, and view associated transactions.
Manage Contacts
Contacts (formerly called Vendors) are the payees and merchants associated with your client's transactions. You can add, edit, merge duplicate contacts, and manage their details.
Overview
Contacts in Propio represent the payees, vendors, and merchants associated with your client's financial transactions. Maintaining a clean and organized contact list is important for accurate categorization, meaningful reports, and smooth 1099 preparation. Propio lets you add new contacts, edit their details, merge duplicates, and view all transactions associated with a specific contact.
Steps
1. Navigate to the Contacts Page
From your client's dashboard, click on Contacts in the left sidebar navigation. This opens the contacts management page where you can view and manage all contacts associated with your client.
2. View the Contacts List
The Contacts page displays a list of all contacts that have been created for this client, either manually or automatically from imported transactions. You can search for a specific contact using the search bar, or scroll through the list to browse. Each entry shows the contact's name and key details.
3. Add a New Contact
Click the Add button to create a new contact. Enter the contact's Name (required) and any additional details such as their Tax ID or other information. Click Create Contact to add the contact. The new contact will now be available for assignment to transactions.
4. Edit an Existing Contact
To update a contact's information, find the contact in the list and click on it to open its details. Make your changes — such as correcting the name, updating the address, or adding additional information — and click Save Changes to apply the updates. Changes will be reflected on all transactions associated with this contact.
5. Merge Duplicate Contacts
Over time, duplicate contacts may appear (for example, "Amazon" and "AMAZON.COM" might exist as separate entries). To merge duplicates, select the contacts you want to combine. Choose the Merge option and select which contact record should be the primary (surviving) entry. All transactions from the duplicate contacts will be reassigned to the primary contact, and the duplicates will be removed. This keeps your contact list clean and ensures accurate reporting.
6. View Transactions for a Contact
Click on any contact to see all transactions associated with that payee or merchant. This gives you a quick way to review payment history, verify totals, and check categorization for a specific vendor. This is especially useful during 1099 preparation when you need to verify payment amounts for individual vendors.
Summary
Keeping your client's contact list clean and organized improves the accuracy of categorization, reporting, and tax preparation. Use the Contacts page to add new contacts, edit details, merge duplicates, and review transaction history for any payee or merchant. Regular contact maintenance — especially merging duplicates — will save you time and reduce errors throughout the bookkeeping process.