How to Add and Manage Contacts

Contacts are the people you work with at your customer—like billing, project managers, or site contacts.

Adding the right contacts ensures invoices go to the right person and you always know who to reach out to on a job.

When to Add a Contact

Add a contact when:

• You have a new person to communicate with
• You need to send invoices or estimates to someone specific
• You want to track who is involved in a project

Step-by-Step

1. Select the Customer

• Choose the Customer this person belongs to

Every contact must be tied to a customer.

2. Enter Contact Details

Fill in the basics:

• Title (optional)

  Example: Owner, Project Manager, AP

• First Name / Last Name

• Email (recommended)

  → Used for sending invoices and estimates

• Phone (optional)

3. Set Billing Contact (Important)

Turn on:

👉 Set as primary billing contact

Use this when:

• This person should receive invoices and estimates

Important:

• Only one billing contact per customer
• If you select a new one, it will replace the current billing contact

4. Add Address (Optional)

• Start typing to search and select an address
• Or enter it manually

Useful if the contact is tied to a specific location or job site

5. Save

• Click Save

Your contact is now ready to use.

What Happens Next

Once a contact is added, you can:

• Send invoices and estimates to them
• Assign them to projects
• Keep track of who to communicate with

Best Practices

• Always add at least one billing contact
• Use clear titles like:
  • Owner
  • AP (Accounts Payable)
  • Project Manager
• Keep emails accurate to avoid missed invoices

Common Mistakes

• Not setting a billing contact
• Adding duplicate contacts for the same person
• Leaving email blank when the contact handles billing

Related Articles

• How to Create a Customer
• How to Create a Project
• How to Send an Invoice

Quick Mental Model

• Customer = who you bill
• Contact = who you talk to