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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.

 

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.
  2. A form opens.
  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 — annual.
  • 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 COI as an expiration on a person — add it as an expiration on the vendor company. Cleaner reporting and fewer duplicates.

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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