Help/Contacts and CRM/Your contact list
Your contact list
Everyone your business deals with, in one list. Customers you bill, suppliers you pay and members of your association all sit here, and most of them arrive without you typing anything.
Screenshots use a fictional business and figures. Select an image to view it full size.
The list
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In the sidebar, go to Contacts. The page is called All Clients. The cards at the top count your contacts, how many are active, what you have billed them and how many follow-ups are due.
The contact list, with customers and suppliers side by side. A small Supplier or Member chip under a name tells you what they are to you. Customers carry no chip, because nearly everyone is one.
Select any row to open that person’s page (what is on it).
Add someone
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Press Add Client. Only Name is required. Fill in what you know: phone, email, company, tags, date of birth.
A company customer, with their UEN and billing address. For a business customer, add the Company UEN and Billing address. Both are optional. When you start an invoice for this contact, they fill in the Bill to box for you.
Tick WhatsApp enabled if they use WhatsApp, so their page offers a WhatsApp button.
Press Save.
Find someone
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Type in the search box. It looks at the name, phone, email, company and UEN, so a part of any of them is enough. If you use Workshop, a number plate finds the car’s owner too.
Searching by part of a UEN. Use the pills to see only Customers, Suppliers or Members. Someone who is both a customer and a supplier appears under both.
If you use tags, a row of tag pills appears. Pick one or more to narrow the list, and ✕ Reset to clear them.
⏰ Follow-ups due shows only the people you promised to get back to.
Where contacts come from
You do not have to add most people yourself. They are filed for you when:
- you scan a receipt: the shop is filed as a supplier;
- someone books an appointment or places a pre-order in your online shop: they are filed as a customer;
- you raise an invoice to a name that is not in your list yet;
- you add a member in Membership.
A returning customer is matched to their existing record by email address, so they are not filed twice. When their name or number has changed, the record is kept as it is and you are asked which details to keep.
Export the list
Narrow the list first if you want only part of it: a search, a pill or a tag.
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Press Export CSV. You get exactly the rows on screen, with every detail for each: phone, email, company, UEN, billing address, type, stage, tags, what you billed and what is still owed.
Export CSV downloads the contacts you are looking at.
Questions
Do suppliers from my receipts use up my contact allowance?
No. Suppliers filed from scanned receipts never count. On a free account, the line beside the Customers and Suppliers pills shows how many of your contacts count and how many suppliers came free from receipts.
I see a line saying some contacts are hidden. Are they gone?
No. On a free account, contacts over the allowance are hidden, not deleted. Your newest ones stay in front of you, and the rest come back as soon as you subscribe to any module.
What does Inactive do?
An inactive contact stays on file with all their history, but is marked Inactive in the list. Nothing is deleted.
How do I delete a contact?
Open their page, press Edit, then Delete Client at the bottom of the pop-up. This removes them and their interaction history for good. Their invoices stay in your invoice list.