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

Open Contacts from the sidebar
Click Add Contact
Enter a name and/or company
Under What is this contact to you?, switch on what applies (Customer, Vendor, Subcontractor, or a role such as Owner)
Add phone and email
Click Save Contact

Step-by-Step: Create a Contact

Step 1: Open the New Contact Form

Click Contacts in the sidebar
Click Add Contact
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

Field	When to Use
Company	Companies, contractors, builders
First Name	Individual contacts
Last Name	Individual 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: Say what this contact is to you

Under What is this contact to you?, switch on every toggle that applies. They are independent, so a contact can have more than one.

Group	Toggle	Use For
Money	Customer	Property owners and the people you bill
Money	Vendor	Suppliers and companies you buy from
Money	Subcontractor	Trades and partners you hire
On a job	Owner, Builder, Pump Installer, Municipality, Property Manager	The part the contact plays on a project

You can change these later on the contact's page. See Contact Types.

Step 4: Add Contact Information

Field	Description	Example
Phone	Primary phone number	(555) 123-4567
Cell Phone	Mobile phone	(555) 987-6543
Email	Primary email	john@example.com
Fax	Fax number (optional)	(555) 111-2222

Email helps you send proposals

Add an email so you can send proposals and invoices to this contact later. Put one address in each email field. DrillerDB does not send to a field that holds two addresses, such as "office@acme.com, owner@acme.com". For a second person, use Billing Email or Additional Contacts. If an address looks like a mistyped domain (for example gamil.com), a yellow notice under the field offers "Did you mean ...?". Click it to correct the field, or keep the address: the notice does not stop you from saving.

Step 5: Enter the Address

Field	Description
Address	Street address
City	City name
State	State
Zip	Postal 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

Review what you entered
Click Save Contact
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:

Add	Where
Owner / Builder / Pump Installer / Municipality / Property Manager role	The toggles at the top of the contact page, or on Edit
Billing Email	Separate from the primary email, for invoices
Second phone (Phone 2) and extension	Phone fields
Additional contacts	The Additional Contacts section
Tax group or tax-exempt status	Tax Settings

Adding Additional Contacts

For companies with more than one person to reach:

Open the contact and click Edit
Under Additional Contacts, click Add Contact
Enter the person's name/title, email, cell, phone, and fax
Repeat for each person, then click Save Changes

Role	Example Person
Project contact	Project manager
Billing contact	Accounts payable
Technical contact	Site supervisor

Validation Errors

Error	Solution
"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, and holds one address only

What You Can Do Next

Once saved, the contact is immediately available to:

Action	How to Use
Start a project	Open the contact and click New Drilling Project
Start a work order	Open the contact and click New Pump/Service (under More on a narrower window)
Bill the contact	Select it as the billing recipient on an invoice
Find it again	Search 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?

See Consolidating Duplicates

Contacts Overview - Search and navigate contacts
Contact Types - Types and roles
Customer History - Projects, invoices, and communications
Consolidating Duplicates - Merge duplicate records