Client Accounts

Accounts are parent records that group related contacts together. Use them when you deal with organizations that have multiple people or properties.

When to Use Accounts

Use an account when:

• A property management company manages ten buildings, each with a site contact.
• A commercial client has a decision maker, a billing contact, and an on-site property manager.
• A household has two homeowners who both communicate with your team.
• A franchise owner has multiple locations.

Use a standalone contact when:

• A residential customer is a single person at a single address.
• There is only one point of contact and no related records to group.

Account Types

When you create an account, you select a type:

Creating an Account

1. Navigate to Admin > Clients.
2. Click Add Account.
3. Enter the Account Name (usually the company or household name).
4. Select the Account Type.
5. Set the Status (Lead, Prospect, Active, Inactive, Past).
6. Fill in optional fields: Industry, Email, Phone, Website.
7. Click Save.

The account appears in the Clients table. It has no contacts yet.

Adding Contacts to an Account

Once an account exists, you can nest contacts under it.

1. Click + Add Contact on the Clients page.
2. Fill in the contact's details (name, email, phone, address).
3. In the Nested Under dropdown, select the account.
4. Assign a Role from the dropdown:

• Decision Maker — Approves proposals and signs contracts.
• Property Contact — Handles on-site logistics and scheduling.
• Billing Contact — Receives invoices and manages payments.
• Member — General contact with no specific responsibility.

1. Click Save.

The contact now appears nested under the account in the Clients table.

Viewing Account Hierarchy

On the Clients page, account rows have an expand arrow on the left. Click it to reveal all nested contacts. Each contact shows their name, role badge, email, and phone.

Setting a Primary Contact

One contact in each account should be the primary contact. The primary contact receives all communications by default when you send an estimate, invoice, or message to the account.

To set a primary contact:

1. Open the account's profile page.
2. Find the contact you want to designate.
3. Click the three-dot menu next to their name.
4. Select Set as Primary.

A "Primary" badge appears next to the contact's name.

Account-Level Metrics

Accounts roll up financial data from all nested contacts:

• Lifetime Value — The total revenue from every contact under the account, combined.
• Open Pipeline — The total value of unsold estimates across all contacts.

These rolled-up numbers appear on the account row in the Clients table and on the account profile page. They give you a true picture of how much an account is worth to your business.

Managing Contacts Within an Account

You can move, reassign, or remove contacts from an account at any time.

• Move a contact to a different account — Edit the contact and change the Nested Under field.
• Remove a contact from an account — Edit the contact and clear the Nested Under field. The contact becomes standalone.
• Change a contact's role — Edit the contact and select a new role from the dropdown.

Tips

• Create accounts before contacts. It is easier to nest contacts into an existing account than to reorganize them later.
• Use the Decision Maker role carefully. Proposals and contracts should go to the decision maker, not the property contact.
• Set a primary contact right away. If you skip this step, the system may send communications to the wrong person.
• Review account structures periodically. People change roles. Contacts leave companies. Keep your account hierarchy up to date so communications reach the right people.