A contact’s page

Open anyone in your list and everything about them is on one page: how to reach them, what you have invoiced, what they have paid, their appointments, and every call or meeting you logged.

Screenshots use a fictional business and figures. Select an image to view it full size.

Their details

1. At the top: their name, company, stage, phone, email, website, Instagram, UEN, billing address and tags. A website or Instagram opens in a new tab. The card under it shows their Type (customer, supplier or member), when you last spoke and when you are next due to.

   

2. Press Edit to change anything. Company UEN and Billing address are in the same pop-up.

3. Press the green WhatsApp button to open a chat with them. It shows when WhatsApp enabled is ticked. If there is no mobile number yet, you are asked for one, and can save it to their record.

4. If we can no longer email their address (it bounced, or they marked an email as spam), the page says so under their details and the Email button is hidden. A bounce is usually a typo: correct it in Edit.

Invoice them

1. In the Invoice Summary card, press + Invoice. A new invoice opens with their name, and their UEN and billing address in the Bill to box.

   

2. The Bill to box is only filled when it is empty, so anything you type there yourself is never overwritten. Invoices you already issued keep the address they were sent with.

3. Statement makes a statement of account for this customer.

Their money and appointments

More cards appear on the page when there is something in them. A card with nothing to show is hidden.

• Revenue: money you received from them without an invoice, tagged on the Revenue page.
• Money paid: what you paid them, from your receipts and expenses. This is how a supplier’s page shows your spending with them.
• Appointments: their bookings, how many they turned up to and how many they missed, and any addresses they gave for a house call.

1. To put a payment on someone’s page without an invoice, go to Revenue, find the entry and press + Tag in the Customer column. Pick the customer. It is only a label: your profit and GST do not change.

   

Log a call or meeting

1. In the Interaction Log card, press Add Interaction.

2. Pick the date and the Type (Session, Call, Meeting, Email, WhatsApp, Message or Other), and write what happened in Notes.

   

3. Set a Follow-up date if you need to get back to them. It shows on your pipeline dashboard when it is due.

4. Press Save. When a follow-up comes due, the entry offers three small buttons: mark it done, snooze it, or log what happened and clear it in one go.

Write a message and send it

Write a message to someone once, then send it from your own email or WhatsApp. Useful for a first hello to a new lead, a quote follow-up, or anything you want to word carefully before it goes.

1. Press Write message at the top of their page. Type a Subject (used for email) and the message. It saves by itself as you type.

2. Press Email to open your own email app with their address, the subject and the message filled in, or WhatsApp to open a chat with them, message typed. If there is no mobile number yet, you are asked for one first. Press Send there: it goes from your own email or WhatsApp.

3. Opening it counts as sent. The message goes into their Interaction Log word for word, they move to the next stage (Contacted, for a new lead), and a follow-up is set for 5 days later. Opened it by mistake, or didn’t send it in the end? Press Undo: the message waits again and the stage goes back.

4. Sent it some other way, like a contact form on their website? Copy the words, then press Mark as sent.

Send to many people, one by one

1. Open Outreach (in the menu under Customers, or the tab beside Stages). Everyone you have written a message for is shown as a card, with their email, number, website and Instagram. A website or Instagram opens in a new tab. Pick All, Not sent yet or Sent at the top.

2. Each card shows the parts of the message worth checking before it goes: the greeting (marked No name when it greets the business rather than a person), the personal line, and every link in the message, which you can open to check. Read the whole message shows all of it.

3. A faded WhatsApp button means there is no number on that contact (tap it to type one); a faded Email button means there is no email. With neither, the card says so: copy the message into their website's form or an Instagram message, then press Mark sent.

4. The bar at the top shows how many are sent out of how many, how many are waiting, how many went today, and the last one sent.

5. Press WhatsApp or Email on the first card, send it in your app, come back and do the next. The card then shows Sent by WhatsApp or Sent by email with the time, and the person moves to Contacted by themselves. Pressed it by mistake? Press Undo.

6. Press Edit on a card to change the words first. Pick a tag at the top to work through one list at a time.

7. Each card can carry a grade from A to D: how likely that person is to become a customer. A is send first, B+ almost an A (everything but proof they are busy this month), B a good fit, C weak, D best not sent. A cards come first in the queue, and the line under the name says why. Change the grade with the small box beside the stage, or pick a grade at the top to see only those.

8. A message that ends with a WhatsApp me link keeps it when you send by email, so they can reply on WhatsApp in one tap. When you send by WhatsApp, that line is left out, since they are already in your chat.

A note they can read

1. Everything in the Interaction Log is private to you, with one exception. Tick Let this customer read this note before you save, and the customer sees it word for word on their own account page.

2. A shared note carries a Customer can read label in your log, so you can always tell the two kinds apart.

   

3. Only a customer who signs in with the email address they booked with can read it. Write it as you would a message to them.

Questions

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