Companies — User Guide

Who can use Companies

Your workspace must have the Companies module installed. Your role must include the relevant permissions (view, create, update, delete, restore, force.delete, assign, export, import as needed).

Without assign, you only see companies assigned to you.

List

Open Companies from the sidebar under CRM (between Leads and Contacts).

• Search by name, email, phone, website, or industry
• Filter by industry and assignee, or toggle My Companies
• KPI cards summarize total companies, my companies, unassigned, with email, and created this week
• The table shows the latest note; hover a truncated preview to read the full note
• Users with restore can filter Active / Include deleted / Deleted only, then Restore a soft-deleted company from the row menu
• Delete permanently (force delete) requires companies.force.delete — granted to the workspace owner by default

Create & edit

1. Click New company
2. Enter name (required) and optional email, phone, website, industry, address, source, and assignee. Email must be a valid address when you fill it in.
3. Save

Edit from the row menu or the record page.

Related sales documents

On a company record page (when the matching module is installed and you have create permission), use New quotation, New invoice, or New payment — create opens with ?company= preselected.

Billing hub & statement

When Invoices and/or Payments are installed, the company record shows invoiced / paid / remaining totals, recent documents (including credit notes when installed), deep links to /invoices?company= and /payments?company=, and a Statement page with opening/closing balance for the selected date range (PDF when available).

Related opportunities, tickets, projects & documents

When those modules are installed and you can view them, the company record also lists recent opportunities, help desk tickets, projects, and documents linked to this company. View all opens the module list filtered with ?company=.

Assignment

Users with assign can set or clear the assignee from the record page or the create/edit form.

Notes & activity

• Notes — free-form notes on the company
• Activity — timeline of create, update, assignment, note, and delete/restore events

Linking Contacts

On a Contact create/edit form, when Companies is installed and you have companies.view, pick a Company from the picker. Use New (requires companies.create) to create a company in a dialog without leaving the contact form — the new company is selected automatically. The contact’s legacy company text field is kept in sync with the linked Company’s name. The company record page lists linked contacts.

Follow-ups (1.4.0)

Open a company record page and use the Follow-ups section:

1. Enter a Title and Due at (workspace Timezone, Settings → General), optional notes/assignee — requires companies.update
2. Create follow-up saves it as pending. The company's Next follow-up field (shown on the record header, table, and list sheet peek) always reflects the earliest pending follow-up
3. Reschedule loads a follow-up back into the form so you can change its due date, title, or notes, then Save follow-up
4. Complete marks a follow-up done — it drops out of Next follow-up and no longer triggers due/overdue reminders

When Calendar is installed, each company's next pending follow-up is projected onto the assignee's calendar as a 1-hour event (source Company); completing or clearing the last pending follow-up removes that projection automatically.

Due / overdue reminders: the assignee (falling back to the company's assignee) gets an in-app notification when a follow-up's due date arrives or has passed, sent by the same daily crm:send-due-notifications job that runs Lead, Contact, Task, and Contract reminders — one notification per follow-up per day.

Possible duplicates and merge (1.5.0)

Company names are compared after lowercasing, trimming, collapsing spaces, and removing punctuation plus trailing suffixes such as Inc, LLC, Ltd, Pvt, Co, and Corp. The directory shows Possible duplicate when another active company shares that key.

On the company page, the same matches are listed. Users with delete can Merge duplicates:

1. Choose the extra companies. The page you started from stays as the primary.
2. The confirmation lists the contacts, notes, follow-ups, activity, deals, leads, and other linked records that will move.
3. The primary keeps its own field values. Only empty fields are filled from the duplicates.
4. The duplicates are archived (soft-deleted). A timeline entry records “Merged from …”.

Import (1.4.0)

Users with import can bulk-load companies from CSV or XLSX:

1. Open Import and download a sample template if needed (CSV or XLSX)
2. Upload a file (drag & drop or browse)
3. Map spreadsheet columns to company fields (Name is required; Email, Phone, Website, Industry, Source, and Assigned To are optional)
4. Choose unique fields (Email / Phone) and duplicate behavior (Skip, Update existing, or Keep duplicate)
5. Preview counts and validation errors (nothing is written yet). New company and Matched existing company show how many rows would create a company versus reuse one that already matches the normalized name or website/email domain
6. Start the import — it runs in the background; watch progress until complete

Update existing also requires the update permission. Like Contacts, Company import has no equal-distribute assignment mode — an Assigned To column (matched by user email) sets the assignee directly, or rows default the same way manual create does.

Use Import history to review past imports, download the original file, failed_records.csv, or error_report.csv.

Export (1.4.0)

Users with export can download the current filtered set as CSV or XLSX, including industry, assignee, creator, and next follow-up.