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Adding Contacts

Create new contact records in your contact database

Adding Contacts

Creating a contact keeps accurate records for everyone you work with. The New Contact form captures the essentials quickly, and you can add roles, extra contacts, and billing details afterward.

Quick Start: Add a New Contact

  1. Open Contacts from the sidebar
  2. Click Add Contact
  3. Enter a name and/or company
  4. Choose the Type (Customer, Vendor, or Subcontractor)
  5. Add phone and email
  6. Click Save Contact

Step-by-Step: Create a Contact

Step 1: Open the New Contact Form

  1. Click Contacts in the sidebar
  2. Click Add Contact
  3. The New Contact form opens with empty fields
The New Contact form showing First Name, Last Name, Company, and Type fields, with Phone, Cell Phone, Email, Fax, address fields, Website, and Notes, plus the Save Contact button in the header

Step 2: Enter Name Information

FieldWhen to Use
CompanyCompanies, contractors, builders
First NameIndividual contacts
Last NameIndividual contacts
A name or company is required

You must enter at least a first name, last name, or company before the contact will save.

Step 3: Choose the Type

Pick the contact Type from the dropdown:

TypeUse For
CustomerProperty owners and the people you bill
VendorSuppliers and companies you buy from
SubcontractorTrades and partners you hire

Owner, Builder, and Pump Installer roles are set later on the Edit screen - see Contact Types.

Step 4: Add Contact Information

FieldDescriptionExample
PhonePrimary phone number(555) 123-4567
Cell PhoneMobile phone(555) 987-6543
EmailPrimary emailjohn@example.com
FaxFax number (optional)(555) 111-2222
Email helps you send proposals

Add an email so you can send proposals and invoices to this contact later.

Step 5: Enter the Address

FieldDescription
AddressStreet address
CityCity name
StateState
ZipPostal code

Why the address matters:

  • Links to project locations
  • Helps with route planning for field crews

Step 6: Add a Website and Notes (Optional)

Add a website URL if the contact has one, and use the Notes field for anything worth remembering - preferred contact method, site access details, or historical context.

Step 7: Save the Contact

  1. Review what you entered
  2. Click Save Contact
  3. The contact's detail page opens automatically

After Creating a Contact

Open the contact and click Edit to add details the New Contact form does not cover:

AddWhere
Owner / Builder / Pump Installer roleContact Role checkboxes
Billing EmailSeparate from the primary email, for invoices
Second phone (Phone 2) and extensionPhone fields
Additional contactsThe Additional Contacts section
Tax group or tax-exempt statusTax Settings

Adding Additional Contacts

For companies with more than one person to reach:

  1. Open the contact and click Edit
  2. Under Additional Contacts, click Add Contact
  3. Enter the person's name/title, email, cell, phone, and fax
  4. Repeat for each person, then click Save Changes
RoleExample Person
Project contactProject manager
Billing contactAccounts payable
Technical contactSite supervisor

Validation Errors

ErrorSolution
"At least a name or company is required"Enter a first name, last name, or company
"Invalid email address"Check the email has an @ and a domain

What You Can Do Next

Once saved, the contact is immediately available to:

ActionHow to Use
Start a projectOpen the contact and click New Drilling Project
Start a work orderOpen the contact and click New Pump/Service
Bill the contactSelect it as the billing recipient on an invoice
Find it againSearch Contacts by any field you entered

Best Practices

For consistency:

  • Use consistent company naming (e.g., "ABC Construction, Inc.")
  • Enter phone numbers the same way each time

Before creating:

  • Search Contacts first to avoid duplicates
  • Add a billing email if invoices go to a different person

Troubleshooting

Can't save the contact?

  • Make sure at least one of first name, last name, or company has text
  • Fix any email flagged as invalid

Contact not appearing in search?

  • Enter at least two characters
  • Try a different field
  • Clear any active role filter

Need to edit after saving?

  • Open the contact and click Edit
  • Make changes and click Save Changes

Created a duplicate?

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