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 over a month ago7 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. Once the duplicate has no linked records, you can archive it.

Step 3: Link a contact to a property

Linking a contact to a property means every job at that location automatically inherits the correct billing contact.

Open the contact detail page at /contacts/[slug].
Click the Properties tab.
Click Link Property and search for an existing property by address.
Select the property from the dropdown. The link is saved immediately.

You can also create the link from the property side. Open any property at /properties/[slug], go to the Contacts section, and search for the contact to link.

Note: A single contact can be linked to multiple properties, and a single property can have multiple contacts. Use this when a property manager handles several locations or when multiple stakeholders share one site.

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: Archive or delete a contact

Archive -- removes the contact from the active list but keeps all linked records intact. Archived contacts can be restored at any time from the Archived filter on the contacts list.
Delete -- permanently removes the contact record. This option is only available if the contact has no linked jobs, quotes, or invoices. If linked records exist you must unlink or reassign them first.

To archive, open the contact detail page and click the overflow menu (...), then select Archive 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.
Link properties early. Establishing the contact-property link before creating jobs saves time during dispatch.
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 Archived filter on the contacts list. If the contact was archived it will not appear in the default active view.

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

Deletion is blocked when the contact has linked records. Archive the contact instead, or unlink all associated jobs, quotes, and invoices first.

The properties tab is empty even though I linked a property

Refresh the page. If the tab still shows no results, navigate to the property at /properties/[slug] and verify the link exists from the property side.

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.

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