Creating Contacts in CoreBridge allows you to track sales, link companies, and take record of important information related to the customer. Creating Contacts is a necessary step that will need to be repeated as your business expands.
Table of Contents
Creating a Contact
To create a contact, navigate to Sales / Customers / Contacts.
1. Click the green Plus Icon.
2. Input any needed Contact Details.
a. Image - upload an image to display on the profile.
b. Company(s) - Link any needed companies. Once a company has been linked to the contact, a new tab will appear where you can view and edit company information. A single contact may be linked to multiple companies.
c. Personal Account Switch - If a contact is not associated with a specific company, toggle the Personal Account switch. If marked as a personal account, a new tab labeled Personal Account Details will contain additional details about the contact.
d. Job Position - their role within the company.
e. Email - this is necessary for the contact to access the customer portal.
f. Phone Number.
Note: When entering phone numbers, do not enter any parenthesis or dashes as this may cause errors. Only enter in the numbers, and the system will automatically fix the formatting. Click the Cell Phone icon to indicate the number is a cellular device and can receive text messages.
g. Birth Day.
h. Birth Year.
Note: Birth day and birth year can be entered separately and individually without needing to enter the other. This can be helpful if you would like to keep a record of which day their birthday is without needing to know the birth year.
i. Default Location - which location the contact works for.
j. Default Time Zone - change this to accurately reflect on reports.
3. Input an Optional Address.
4. Select Save & Continue.
Note: All test Customers, Estimates, and Orders created before launching can be removed before going live.
Personal Account Contacts
Contacts created for individuals that are not associated to a Company can be saved as a Personal Account.
When creating the new contact, toggling the Personal Account to on will display a pop up that will allow you to enter additional information for your customer in addition to what is mentioned above.
a. External ID - If there is an alternative identification number that you use to reference this customer, it can be entered here.
b. Roles/Team - Select specified teams or create a custom team that will automatically fulfill the selected roles for each estimate and order this contact is used for.
c. Status - The lifecycle of the Customer. This will automatically update as the Customer progresses, but can be manually changed using the dropdown.
Note: A newly inputted Customer will automatically be set as a Lead. Once this Customer is used in an Estimate, the status will update to Prospect. Once the Estimate had been converted into an Order, or a new Order has been created using this Customer, the status will update to Customer.
d. Company Origination - How the contact heard about you.
e. Industry - Which industry the contact is affiliated with.
f. Pricing Tier - Allows you to set prices based on your negotiated rates with this contact.
g. Payment Terms - Define the deposit and early payment credit rules for this contact based off of payment terms previously created in Settings / Accounting / Payment Terms.
h. Tax Group - Allows you to charge a combined, single rate by grouping agencies—typically local, county, and state/province, national, etc.
i. Tax ID - Keeps a record of the business's Tax Identification if needed to verify things such as tax exemptions.
Note: You can make this field required from Settings / Sales / Estimate Options or Order Options.
j. Tax Exempt - Choose whether or not you want this company’s estimates/orders to always be Tax Exempt by default.
k. Tax Exempt Reason - Select from a precreated list of Tax Exempt Reasons that can be managed at any time in Settings / Sales / Reason Lists.
Note: This option will only be present if Tax Exempt has been selected.
l. Expiration Date - The date that the Tax Exemption is no longer valid.
Note: This option will only be present if Tax Exempt has been selected.
m. Require PO on All Orders in WIP status or later - Decide if you want to require Purchase Order numbers to be entered on all orders that are a Work in Progress or further along in the workflow before the Order may be Invoiced.
Note: You can also make this setting a default from Settings / Sales / Company Options.
l. Billing Address - Adding a default Billing Address to a contact will automatically apply the address to any estimates or orders created using the customer.
m. Shipping address is same as Billing Address - Choose whether this companies default billing address will be the same default address any shipments will automatically be sent to.
