Contacts

Contacts are your customers and leads. Every quotation, invoice, and work order in BeanRails is linked to a contact.

The Contacts list

The Contacts page shows all your contacts in a table. At the top is a summary card with three clickable counts:

• Total — all contacts
• Leads — contacts not yet converted to customers
• Customers — approved contacts

Click any count to filter the table to that group.

Lifecycle stage

Every contact has a lifecycle stage shown in the Type column:

Stage	Description
Lead	A prospect not yet converted
Customer	An active customer

How a lead becomes a customer depends on your team setting (see Lead-to-Customer setting below).

Filtering

Use the filter bar above the table to narrow results:

Filter	What it does
Quotation Drafts	Show only contacts with at least one draft quotation
Bookmarks	Show only contacts you have bookmarked
User	Filter by the team member assigned to the contact
Filter by Group	Filter by one or more contact groups

You can also search by name, company, email, or contact number using the search box.

Active filters appear as chips below the filter bar. Click × on any chip to remove it, or Clear to reset all.

Bookmarking

Click the star icon in the leftmost column to bookmark a contact. Bookmarked contacts are easier to find using the Bookmarks filter. Bookmarks are personal — they are only visible to you.

Importing contacts

If you have permission, click Import Contacts to upload a CSV file of contacts in bulk.

Exporting contacts

Click Export Contacts to download your contact list as a file. Exports run in the background — you will receive a notification when the file is ready to download. To export a specific subset, select rows in the table before clicking Export, or use the filters to scope the export.

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Adding a contact

1. Click + Add Contact
2. Fill in the contact details
3. Click Save

Contact fields

Field	Notes
First Name / Last Name	For individual contacts
Company Name	For company contacts. At least one of first name, last name, company name, email, or phone is required.
Email	Used on quotations and invoices
Phone	Mobile number
Contact Number	A unique identifier. Auto-generated if your team has auto-numbering enabled; otherwise enter it manually.
Status	Custom status for the contact (configured in Settings → Custom Statuses)
Assigned User	The team member responsible for this contact
Groups	Assign the contact to one or more contact groups

Billing address

The billing address section captures the address that appears on quotations and invoices:

Field	Notes
Address Line 1 / 2	Street address
City, State, Country, Postcode
Zone	Service zone (configured in Settings → Zones)

Additional addresses can be added from the contact detail page after saving.

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Contact detail page

Click any contact name to open the contact detail page. It has two panels:

Left sidebar — contact info

• Avatar with initials generated from the contact name
• Contact number and lifecycle stage badge
• Stats row: total Works, Quotations, and Invoices linked to this contact
• Contact info: Company, Attention, Email (click to open email client), Mobile (click to call), Office phone, primary Address
• Created by and created date
• Edit button (pencil icon, top-right of the card)

If a contact is a Lead and your team uses admin approval, an Approve as Customer button appears. Only owners/admins can approve.

Right panel — tabs

Tab	Description
Addresses	All addresses on the contact. Add, edit, or delete addresses. One address is marked as Primary (used on quotations and invoices by default).
Works	All work orders linked to this contact
Quotations	All quotations linked to this contact
Invoices	All invoices linked to this contact
Discounts	Item-level discounts applied to this contact (visible to owners only). See Contact discounts.
Comments	Internal notes on the contact
Events	Full audit trail of all changes made to the contact

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Managing contacts

Editing a contact

From the contact list, click the contact name to open the detail page, then click the pencil icon in the sidebar. From the contact list you can also click any row cell to navigate directly.

Deleting a contact

Click the delete (trash) icon in the Actions column. Deleted contacts are moved to the trash — they no longer appear in the main list or in work creation, but their history is preserved.

Restoring or permanently deleting

Switch to the trash view (via the column menu) to see deleted contacts. From there you can:

• Restore — brings the contact back to the active list
• Permanently delete — removes the contact and cannot be undone

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Lead-to-Customer approval

How a lead is converted to a customer depends on the setting configured in your team settings:

Setting	Behaviour
Auto-approve	New contacts are immediately created as Customers
Admin approve	New contacts start as Leads. An owner or admin must click Approve as Customer on the contact detail page to convert them.

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Contact discounts

You can assign item-level discounts directly to a contact. These discounts apply automatically when the contact is selected on a quotation or invoice.

To add a discount:

1. Open the contact detail page
2. Go to the Discounts tab
3. Click Add Discount and select from your existing discounts

Each discount card shows the discount name, amount or percentage, and validity dates.

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Contact groups

Contacts can belong to one or more groups. Groups let you filter and segment your contact list. Assign groups when creating or editing a contact.

Groups are managed in Settings → Contact Groups.

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