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Managing Customer Contacts & Communication Roles

Centime makes it easy to manage who receives collections communications and who has access to the Customer Portal. By assigning communication roles, you can tailor your outreach and automate email delivery with clarity and control.

🔒 Required Permission: Manage Receivables → Manage customer profiles, preferences, and view history

 

👤 Customer Contact Role Types

There are two role types that control communication in Centime:

  • Invoice Presentment: Receives invoice delivery emails.

  • Communication Contact: Receives workflow reminders, invoice reminders, and monthly statements.

Additional notes: 

  • If both communication types are selected for a Role, they will receive all applicable emails.
  • If neither role is selected, the contact will not receive either type of communications.
  • Be marked with a 💬 Communication Contact icon in the Customer Profile.

📌 All contacts automatically get access to the Customer Portal, regardless of communication role.

 

⚙️ Configure Communication Types

To control which roles receive communications:

🔍 Navigation: Settings > Receivables > Customer Contact Roles

  1. Click the ✏️ Edit icon next to an existing role, or click Add Role to create a new one.

  2. Designate the communication type(s) for that role:

    • Invoice Presentment

    • Communication Contact

  3. Save your changes.

You can create new roles in Centime that are fully configurable based on your communication needs. Each role can be set up to receive invoice emails, workflow reminders, or both.

 

🆕 Creating Customer Contacts

You can add contacts in two ways:

1. Sync from Your Accounting System

  • Contacts created in your ERP (e.g., QuickBooks, NetSuite or Sage) are pulled into Centime.

  • These appear under the Contacts tab in the Customer Profile.

  • You can modify the role for these contacts, but you cannot change any other information (Name, Email, or Phone number). 

📌 Custom fields are synced but cannot be used as contacts.

2. Create Directly in Centime

  • 🔍 Navigate to a Customer Profile and click the Contacts tab.

  • Add new contacts directly within Centime.

    • Email address and Role are required fields. 

    • Contacts created in Centime do not sync back to your accounting system.

    • You can edit or delete them freely within Centime.

💡 Pro tip: Add yourself as a contact to gain access to the customer’s portal view.