Adding Contact Information and Billing Addresses

Accurate contact information and billing addresses are essential for professional communication and smooth invoicing. While you can create a client with just a name and email, adding complete contact details and billing addresses saves time and ensures your business documents are accurate.

Contact Information

Email Addresses

The email address is required and used for:

Sending proposals and agreements
Delivering invoices
General client communication through the platform

Best practices for email addresses:

Use the email the client checks most frequently
Double-check for typos—a wrong email means failed delivery
Ask for a secondary email if available (though Nizam stores one primary email)

Phone Numbers

Phone numbers are optional but recommended for:

Quick communication
Following up on unpaid invoices
Emergency contact when email isn’t sufficient

Phone number tips:

Include the country code for international clients
The system supports formatting for different regions
Use the format your client prefers to be contacted

Billing Addresses

Billing addresses are optional when creating a client but required for accurate invoicing. A complete billing address includes:

Street address (Address Line 1)
City
Province/State
Postal Code/ZIP
Country

Why Billing Addresses Matter

Professional invoices need complete addresses for:

Tax documentation and compliance
Client’s accounting departments often require complete billing information
Physical mail if needed for contracts or late payment notices
Accuracy in your business records

Adding a Billing Address

Open the client’s edit form
Find the Billing Address section
Select the Country from the dropdown (you can search by typing)
Enter the street address
Complete the city, province/state, and postal code
Save your changes

Important: If you enter any part of an address, all address fields become required. This ensures you don’t have incomplete addresses that can cause issues later.

Updating Contact Information

Contact details change frequently. Here’s when to update:

Update immediately when:

A client changes email addresses
Phone numbers change
The client moves offices or changes billing addresses
A business rebrands or changes its legal name

Good practice:

Add a note documenting what changed and when
Verify the new information before saving
Test the new email address by sending a test proposal if appropriate

International Clients

For clients outside your country:

✅ Use the country selector: Choose the correct country to ensure proper formatting on invoices

✅ Include full international phone numbers: Add the country code (e.g., +44 for UK, +1 for US/Canada)

✅ Follow local address formats: Different countries format addresses differently. Use whatever format your client provides.

✅ Verify postal codes: Postal code formats vary by country. Canada uses “A1A 1A1” while the US uses “12345”

Common Questions

What if I don’t have a billing address yet?
You can create the client without it and add the address later before sending the first invoice. Just leave all address fields blank.

Can I add multiple addresses for one client?
Currently, Nizam stores one billing address per client. If your client has multiple office locations, use the address where invoices should be sent.

Why can’t I save with just a street address?
Complete addresses are required for billing accuracy. Incomplete addresses can cause issues with invoicing and tax compliance.

What email address should I use if the client has multiple?
Use the email address they prefer for business communication and receiving invoices. You can always change it later if needed.

Do I need to fill in Province/State for all countries?
Yes, when adding a billing address, all fields are required. Use the appropriate administrative region name for the client’s country.

Pro Tips

✅ Copy-paste addresses carefully: When a client provides their address by email, copy and paste to avoid typos.

✅ Ask clients to verify: When possible, ask clients to verify their billing address is correct before sending the first invoice.

✅ Use legal business addresses: For business clients, use the official business address, not a personal address.

✅ Keep addresses current: Outdated addresses can delay payments if clients need to update their accounting systems.

Address Validation

Nizam requires complete addresses but doesn’t validate if an address actually exists. It’s your responsibility to ensure:

Street addresses are accurate
Postal codes match the city
The information matches what your client’s accounting department expects