Create and manage contacts

A contact is the customer record everything else hangs off: estimates, jobs, invoices and payments all point at one. Open Contacts in the sidebar on the web, or the Contacts tab in the Zaras app. Every role can create and edit contacts by default; if the buttons are missing, ask an owner or admin to grant contacts to your role.

Create or edit a contact

Press New contact on the web (the form is headed New Contact, as in the app). A contact needs at least a name, company, email or phone. The sections are Name & company, Contact methods, Properties and Notes & birthday. With several emails or phones, star the one to use first (Make primary email, Make primary phone). A property address can be marked Primary (the Primary service address) or Billing; Add address adds another property. Save with Save contact; editing later works the same way from the contact's page.

The contact page

• Contact details — phone, email and birthday, with call and copy shortcuts.
• Properties — the addresses, with Open in Maps.
• Contact persons — extra people at the customer, such as a site manager. Contact persons belong only to this contact and will not appear in the global Contacts list.
• Notes — internal, never shown to the customer: Gate codes, pets, parking, preferences…
• Attachments — photos and files kept on the contact.
• Balance due — what the customer owes across open invoices, with Next due, Past due and Collect payment; No balance due when nothing is outstanding.
• Active work — Active jobs, Pending estimates and Unpaid invoices, each opening the list. In the Zaras app this is Open work.
• Activity timeline — every event on the contact and its work; View full timeline › opens the Contact timeline.

Start work for the customer from here: New job, New estimate and New invoice on the web; Job, Estimate and Invoice in the app.

"Leads" are filters, not a status

A contact has no lead or customer status. The list has filter segments computed from its history instead, under Segment and Attention:

• New (30 days) — created in the last thirty days.
• Never serviced — no completed job yet.
• Overdue balance, Open invoice, Estimate awaiting reply — money or a decision pending.
• Missing contact info — no phone or email on file, so nothing can be sent.

Lapsed customers are a separate control in Filters, not a segment: Not serviced in offers 6mo, 12mo and 24mo+; picking more than one applies the widest.

Clear all filters resets the list.

Archive or delete

Archive contact hides the contact from your lists while keeping every linked record; Unarchive brings it back. Delete contact is permanent and only possible when nothing is linked: otherwise the control is disabled with a line naming the linked jobs, estimates and invoices, and the dialog Cannot delete contact lists them — delete those first or use Archive Instead. When nothing blocks it, Delete contact? warns that The contact record and all associated addresses, people, and custom fields will be permanently removed.