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Using Companies

Track the businesses you work with — vendors, customers, subcontractors — and link contacts, locations, and expiration items to each one.

 

The Companies module in Expiration Reminder lets you store and manage records for every business you work with — including vendors, customers, and subcontractors — and track company-level expiration items like insurance certificates and service agreements.

Before You Begin

  • Anyone with access to Companies can view the list. Admins can add, edit, and delete companies.
  • A Company represents a business as a whole. Individual Contacts at that company can be linked to it separately. Use Locations if you want to organize many contacts under one physical place rather than a corporate entity.
  • Related articles:

What You Can Do with Companies

The Companies module lets you:

  • Keep a single record for every business you do business with.
  • Attach contacts (employees of that company) to it.
  • Track expiration items linked to the company (insurance certificates, vendor agreements, W-9 forms, etc.).
  • Send bulk notifications to every contact at that company.
  • Run the Company List Report for an overview.

When to use Companies vs. Locations: Use Companies for businesses you have a relationship with (vendors, customers). Use Locations when you need to group contacts physically (your office, a warehouse, a job site).

Step-by-Step Instructions

Step 1: Open the Companies list

From the left sidebar, click Companies.

You'll see every company in your account, with columns for:

  • Name
  • Expiration Items — quick chips showing the status of any expiration items linked to the company
  • DBA (doing business as)
  • Phone
  • Website
  • Contact Name (the primary contact)
  • Address / Type / Locations
  • Owner

Step 2: Search and filter

  • Use the Search box in the toolbar to find a company by name.
  • Use the filter panel above the grid to narrow by type, owner, location, or tags.
  • Click any column header to sort.

Step 3: Add a new company

  1. Click the green New Company button in the upper right.
  3. Fill in the company's Name, Company Type, Phone, Website, Address, and any other available fields.
  4. Optionally pick a Primary Contact from your existing contacts.
  5. Save.

The company appears in the list immediately.

Step 4: Open a company to edit it

Click the company's name to open its detail page. From there:

  • Edit any field inline by clicking the value and typing a new one.
  • Switch to the Contacts tab to add or remove contacts associated with this company.
  • Switch to the Expirations tab to add expiration items tied to the company (insurance, contracts, etc.).
  • Switch to the Locations tab to associate physical locations with the company.
  • Switch to the Documents tab to attach files.

Step 5: Attach contacts to a company

  1. Open the company.
  2. Click the Contacts tab.
  3. Click Add Existing Contact to link a contact already in your account, or New Contact to create one.

The contact now appears on the company's page and the company appears on the contact's profile.

Step 6: Track company-wide expirations

The Expirations tab is where you track anything tied to the company itself (not to a specific employee). Common examples:

  • Certificate of Insurance (COI) — tracks annual renewal.
  • W-9 / W-8BEN — refreshed when expired.
  • Master Service Agreement — renewal date.
  • Vendor Compliance Forms — quarterly or annual.

Step 7: Merge or delete a company

From the company's detail page, click the three-dot actions menu in the upper right:

  • Merge — combine the company with another. All contacts, expirations, and documents move into the destination company.
  • Delete — permanently remove the company. Linked contacts are unlinked but not deleted.

Tips & Best Practices

  • Use Company Types to organize. Setting up types like Vendor, Customer, and Subcontractor lets you filter and report on companies by their role.
  • Set a Primary Contact. Many reports key on the Primary Contact field — leaving it blank limits report usefulness.
  • Don't duplicate contacts. When adding a contact to a company, use Add Existing Contact if the person is already in your account — don't create a second contact record.
  • Track insurance with company expirations. Don't add a vendor's Certificate of Insurance (COI) as an expiration on a contact record — add it as an expiration on the vendor company instead. This keeps reporting cleaner and avoids duplicate records.

Troubleshooting

  • Issue: A company appears multiple times in the list.
    Solution: Open one of the duplicate records, click the actions menu, and choose Merge. Pick the destination company in the dialog to combine the records.
  • Issue: I don't see a Companies menu in the sidebar.
    Solution: The Companies module may be hidden by an admin. Ask them to enable it, or check the Enabling and Disabling Apps & Modules article.
  • Issue: I can't add or edit companies — only view.
    Solution: Your role doesn't include the company create/update permission. Ask an admin to update your role.
  • Issue: Bulk notifications to all contacts at a company aren't sending.
    Solution: Check each contact has a valid email and that Send Notifications is enabled on their profile. Also verify the account-wide Send reminder emails and SMS toggle is on.

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