Company contacts: vendors, suppliers, partners
Company contacts are the people your business works with who are not clients: vendors, suppliers, partners, your accountant. Add them under Company > Contacts on the web, or More > Contacts in the app. Once saved, their name shows when they call or text, they appear in the dialer and the new-message search, in global search, and as a suggestion in the expense Vendor field. They never count as clients.
Every business has people it deals with who are not customers: the supply house, the electrician you sub out to, the landlord, the accountant. Contacts is their place in WorkZen, kept apart from your clients so your client list and reports stay about the people who pay you.
Add a contact
On the web, open Contacts in the Company section of the sidebar, right after Users. In the app, tap More, then Contacts.
Press New contact (the + button in the app). Pick a Type: Vendor, Supplier, Partner or Other. Then enter a First Name and Last Name, a Business name, or both; at least one name is required. Phone, Mobile, Email, Address (search for it or type it in, like a client's) and Notes are optional.
A contact with both shows as "Bob Smith (Home Depot)", so you know who you are dealing with at a glance.
Where contacts show up
You rarely open an address book on purpose. You reach for a supplier in the middle of something else, so contacts appear right where you need them:
- Calls and texts. When a saved contact calls or texts your business number, their name shows on the call, in call history and in the inbox, instead of a bare number.
- Dialer and new messages. Search for them in the dialer or when starting a new message, alongside your clients and leads.
- Search. The search bar at the top finds contacts with everything else.
- Expenses. Start typing in an expense's Vendor field and matching contacts are suggested. Picking one fills in their business name.
Save an unknown number
When a call or text comes from a number WorkZen does not recognize, choose Save as contact. The contact form opens with the number already filled in. Once saved, past calls from that number pick up the name too.
Edit, archive or delete
Open a contact to call, message or email them in one tap. From the actions menu you can Edit, Archive (hides the contact but keeps it, and you can unarchive it later) or Delete (permanent).
Contacts follow the same permissions as clients: whoever can view clients can view contacts, whoever can manage clients can change them, and subcontractors never see them.
Step by step
- 1
Open Contacts
On the web, open Contacts in the Company section of the sidebar. In the app, tap More, then Contacts.
- 2
Add a contact
Press New contact (the + button in the app), pick the Type, and enter a First Name and Last Name, a Business name, or both. Phone, Mobile, Email, Address and Notes are optional.
- 3
Call, text or email them
Open the contact to call, send a message or email in one tap. Their name now shows on calls and texts from their number.
- 4
Or save an unknown number
On a call or text from a number WorkZen does not know, choose Save as contact. The form opens with the number filled in.
Frequently Asked Questions
This article answers:
- Where do I keep my suppliers and vendors in WorkZen?
- How do I add a vendor that is not a client?
- Can WorkZen show my supplier's name when they call?
- How do I save an unknown caller as a contact?
- Do vendors count as clients?