Adding a contact allows you to manage individual client information. This includes essential details such as the contact’s name, phone number, email address, preferred time zone, and association with an organization or property.

By creating a contact, you can easily communicate with the right individuals, assign them to jobs or service requests, and maintain a detailed history of all interactions.

Follow the steps below to add a new contact and link them with organizations or properties as needed.

Navigation: Clients -> Contacts -> + New Contact

  • Select the “Clients” module from the left navigation menu and choose “Contacts”.
  • The Contacts listing page opens.
  • Click the ”+ New Contact” button at the top right corner of the page.

Fill in the following sub-sections:

  1. Primary Details
    • First Name (Mandatory): Enter the contact’s first name.
    • Last Name: Enter the contact’s last name. This field is optional but helps in full-name identification.
    • Organization: Select the organization the contact is associated with. This links the contact to a business entity.
    • Email (Mandatory): Provide the contact’s official email address. This email will be used for sending job-related notifications, invoices, and other communications.
    • Preferred Timezone: Choose the timezone that applies to the contact. This ensure that all time-sensitive activities, such as job scheduling, and alerts are correctly aligned with their local time.
    • Pricelist: Select the relevant price list to be applied when jobs or services are performed for this organization.
    • Category: Select a category that best classifies the contact (e.g., decision-maker, technician, billing). Helps in filtering and reporting.
    • Accessible by everyone: Indicates if the contact should be visible to all users. Set to “No” by default to restrict visibility.
    • Account Manager (Mandatory): Choose the internal user responsible for managing this contact. Required to ensure accountability.
    • Tags: Add one or more tags to help categorize and search for the contact easily.
    • Has SLA: Specify whether the contact is covered under a Service Level Agreement (SLA). Select an option from the dropdown.
    • Pricelist: Select the applicable pricelist for this contact. This determines the rate applied to jobs or services.
    • Description: Provide a brief description for this contact.

  1. Contact Information

    • Home Number: Enter the contact’s home phone number. Useful for personal or after-hours communication.
    • Mobile Number: Enter the contact’s mobile number. This is typically the primary method of communication.
    • Work Number: Enter the contact’s office or work phone number. Ideal for professional interactions.

  2. Portal Details

    • Portal Access: Specify whether the contact should have access to the customer portal. Set to “Yes” to enable access and allow self-service features like viewing jobs, invoices, and quotes..

  3. Tax Details

    Choose the applicable tax settings for the contact based on your region or internal policies. These settings will automatically be applied to invoices and billing documents.

    • Tax Preference: Choose whether the contact is Taxable or Tax Exempt. This affects how taxes are calculated for this contact in quotes and invoices.
    • Tax Group: Pick the appropriate tax group that applies to this contact. Tax groups define the specific tax rates or rules used.

  4. Account Details

    • Billing Frequency: Choose how often the contact should be billed (e.g., monthly, quarterly, yearly). Helps automate and manage billing cycles.
    • Payment Term: Select the agreed-upon payment term for the contact. This defines the time frame within which payment is expected.

  1. Property: You can associate properties with the contact to ensure seamless tracking of service history and work orders. To add a property,

    • Click ”+ Pick Property” next to the Property section.
    • Use the pop-up to search and select the relevant properties that belong to the contact.

  2. Service and Billing Address: Add the contact’s service and billing locations. You can specify these details in two ways.

    • Address Entry: Type the full physical address.
    • Geo-Coordinates: Enter latitude and longitude if you want to use exact map-based positioning.

    For the most accurate location data, use the “Pick from Map” option. This allows you to pinpoint the address directly on the map interface.
    Once you’ve selected the correct location, click “Use this Address” to save the information.

  1. Other Details

    If any custom fields are added under the settings, you can fill in the details here.

After entering all the necessary details, click the “Save Contact” button to successfully create the contact. Once saved, the contact will be available across the system and can be linked to jobs, quotes, invoices, and service requests.