Create and Manage Contacts

How to add, edit, and organize customer contact records so every job, quote, and invoice links back to the right person.

Written by Ava MartinezUpdated 6 days ago8 min readBeginner

What this guide covers

This guide walks you through creating new contact records, filling in required fields, editing existing contacts, linking contacts to properties and jobs, and reviewing a contact's full activity history. By the end you will be able to keep your customer database accurate and up to date without leaving the JobsiteOn workspace.

Before you begin

Make sure you have Admin or Owner permissions. Technician-level accounts can view contacts but cannot create or edit them.
If you plan to import contacts from a spreadsheet, see Import Contacts from a Spreadsheet instead.
Have at least one piece of identifying information ready for each contact: a full name plus either an email address or a phone number.

Understanding the contacts list

Open /contacts from the left sidebar. The list page shows every contact in your workspace, sorted alphabetically by last name. Each row displays:

Name: first and last name.
Company: the company name if one has been set.
Email: primary email address.
Phone: primary phone number.
Properties: count of linked service locations.
Created: the date the record was added.

Use the search bar at the top of the list to filter by name, email, or phone number. Results update as you type.

Sorting and filtering

Click any column header to sort the list by that column. Click again to reverse the sort direction. The active sort column is indicated by an arrow icon next to the header text.

Step 1: Create a new contact

Click the New Contact button in the top-right corner of /contacts. You will land on /contacts/new.
Fill in the First Name and Last Name fields. Both are required.
Add at least one contact method:
- Email: used for sending quotes, invoices, and notifications.
- Phone: used for SMS reminders and dispatch calls.
Optionally fill in the Company field if this contact represents a business rather than an individual homeowner.

Address fields

You can add a billing or mailing address directly on the contact. This address is separate from any property address and is used on invoices and quotes when a customer's billing location differs from the service location.

Address Line 1: street number and name.
Address Line 2: suite, unit, or apartment number.
City, State, ZIP: standard US address fields.

Notes

Use the Notes text area to store internal context that your team needs. Notes are visible to all workspace members but are never shown to the customer.

Click Save to create the record. You will be redirected to the new contact's detail page at /contacts/[slug].

Tip: If you realize you already have a record for this person, cancel the form and search the existing list before creating a duplicate.

Step 2: Edit an existing contact

Open the contact you want to update from the list at /contacts.
Click Edit Contact in the top-right corner of the detail page.
Update any field, name, email, phone, company, address, or notes.
Click Save to apply your changes.

Changes take effect immediately. Any linked jobs, quotes, or invoices will reflect the updated name and contact details the next time they are viewed.

Merging duplicate contacts

If you discover two records for the same person, choose the record with the most complete history. Update it with any missing information from the duplicate, then reassign linked jobs, quotes, and invoices from the duplicate to the primary record. Give any properties the duplicate owns a new owner. Once the duplicate has nothing linked, you can delete it.

Step 3: Connect a contact to a property

A contact can be connected to a property in two ways:

Owner: the customer the property belongs to. Each property has one owner, and the owner's company becomes the property's company.
On-site contact: someone your crew deals with at the property, such as a property manager. On-site contacts don't change who is billed.

To add a property owned by this contact, open the contact and click Add Property on the Properties card. New Property opens with the contact already chosen as the owner.

To make this contact the owner of an existing property, open the property and click Change owner (or Set owner) on the Owner card.

The contact's Properties card lists the properties they own, the ones where they are an on-site contact, and the ones where they are the customer on a job. A contact can own many properties. See Property Owners and On-Site Contacts.

Step 4: View contact history

The contact detail page shows a timeline of all activity related to that person:

Quotes tab, every quote sent to or involving this contact.
Jobs tab. All jobs linked through the contact or their properties.
Invoices tab, every invoice billed to this contact.
Activity tab. A chronological feed of status changes, emails sent, and notes added by your team.

Use the tabs to switch between views. Each tab shows a summary count in the tab label so you can see at a glance how much history exists.

Searching within history

If a contact has dozens of jobs or invoices, use the search bar within each tab to narrow results by job number, invoice number, or date range.

Step 5: Mark a contact inactive or delete it

Mark as inactive: open the contact, click More and choose Mark as inactive. The contact and everything linked to it stay. Choose Mark as active to undo it.
Delete: click More, then Delete contact. Deleting can't be undone.

JobsiteOn won't delete a contact that:

Owns properties. You see, for example, "This contact owns 2 properties. Give them another owner first." Change the owner on each property, then delete the contact.
Has jobs with quotes or invoices. You see how many jobs, quotes and invoices are attached. Delete those jobs first, or move the records to another customer.

Jobs for the contact that have no quotes or invoices are deleted along with the contact. See Delete a Contact.

Best practices

Keep one record per person. Duplicates create confusion in billing and reporting.
Add email and phone whenever possible. Automated notifications (quote approval, invoice payment reminders) depend on these fields.
Set property owners. A property's owner is who you bill when a job there has no other customer.
Use notes for internal context. Gate codes, preferred contact times, or billing quirks belong in the notes field.

Troubleshooting

I cannot find a contact I know exists

Check the Status filter on the contacts list. Choose All contacts so inactive contacts and leads are included.

Also confirm you are searching by the correct name spelling. The search checks first name, last name, email, and phone.

Changes I made to a contact are not showing on an invoice

Invoice snapshots are created at the time the invoice is generated. Updating a contact after an invoice has been sent does not retroactively change the invoice. To update the invoice, edit the invoice directly from /invoices.

I cannot delete a contact

The message says why. If the contact owns properties, give each property another owner first. If the contact has jobs with quotes or invoices, delete those jobs or move the records to another customer. Or mark the contact inactive instead.

The Properties card is empty

Open the property and check its Owner card. If it shows No owner or someone else, click Change owner and pick this contact.

FAQ

Can I add custom fields to a contact?

Custom fields are not yet available. Use the Notes field for any additional information you need to track.

Do contacts sync with QuickBooks?

Yes. When the QuickBooks integration is connected, contacts sync as Customers in QuickBooks Online. See Connect QuickBooks Online for setup details.

Can a contact belong to multiple workspaces?

No. Each contact record belongs to a single workspace. If you operate multiple workspaces, you will need to create separate contact records in each one.

Is there a limit on the number of contacts?

There is no hard limit. The contacts list supports thousands of records with fast search and pagination.

Did this answer your question?