Contacts — User Guide

Who can use Contacts

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

Without assign, you only see contacts assigned to you.

List

Open Contacts from the sidebar under CRM.

• Search by name, email, phone, company (legacy string), or job title
• Filter by company, assignee, lifecycle (On Boarded Clients / Off Boarded Clients), or toggle My Contacts
• When a contact is linked to a Company, the table shows the linked company name (falls back to the legacy company string)
• KPI cards summarize total contacts, my contacts, unassigned, on boarded / off boarded clients, 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 contact from the row menu — this trash filter is not the same as lifecycle On/Off Boarded
• Delete permanently (force delete) requires contacts.force.delete — granted to the workspace owner by default

Create & edit

1. Click New contact
2. Enter name (required) and optional email, phone, job title, lifecycle, and assignee
3. Optionally pick a Company (when the Companies module is installed and you can view companies). Selecting a Company links company_id and syncs the legacy company text to that organization name. Leaving the picker empty keeps any existing free-text company value on edit; clearing a previously linked Company removes the link
4. When Companies is installed and you have companies.create, use New next to the Company picker to create a company in a dialog — after save, that company is selected automatically
5. Save

Edit from the row menu or the record page.

Related sales documents

On a contact record page (when the matching module is installed and you have create permission), use:

• New quotation → opens Quotation create with this contact preselected (?contact=; ?company= when a company is linked)
• New invoice → same for Invoices
• New payment → same for Payments

You finish the document on that module’s create page (quotations still require an opportunity).

Billing hub & statement

When Invoices and/or Payments are installed and you can view them, the contact record shows a billing summary: invoice count, total invoiced, amount paid, and remaining balance (per currency when needed). Recent invoices, payments, and credit notes (when Credit Notes is installed) appear under related documents.

• View all opens the Invoices or Payments list filtered to this contact (/invoices?contact= / /payments?contact=)
• Statement opens a period account statement (default: start of workspace year → today) with line history, opening/closing balance, totals, and PDF download when available

List pages also accept ?contact= and ?company= deep links so you can share a filtered view without searching by name.

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 contact
• Activity — timeline of create, update, assignment, note, and delete/restore events

Converting a Lead to a Contact

When your workspace has both Leads and Contacts installed, converting a Lead (from the Lead record page) creates a linked Contact with lifecycle On Boarded Clients. If Companies is also installed and the lead has a company name, convert creates or reuses that Company and links it on the Contact. You can optionally create an Opportunity in the same step when Opportunities is installed. After conversion, the Lead record page shows View contact (and company / opportunity links when applicable).