The Contact Details screen is composed of the following areas (areas are listed from the top-right corner; each is outlined in a different color in the image to the right):

contact details screenContact Details Screen Outlined by Section

  • Options [outlined in yellow]: Options menu and navigation options
    • “<”: Go back
    • “>”: Go forward
    • iPoint Logo: Go to the iPoint dashboard
    • Go To List: Go to the Contact List
    • Options menu: Options menu for customer, contact, and job records. See Contact Details Options Menu below for details
  • Contact Overview Box [outlined in red]: Overview of the contact’s primary phone, email and billing address information. See Contact Overview Box below for details
  • CRM Sections [outlined in light blue]: 22 CRM sections are listed in each customer record. Each section contains a list of the records connected to this customer. CRM sections include Related Contacts, Notes, Proposals, Sales Orders, Work Orders, Invoices, Projects, and more. See CRM Sections below for details
  • Main Contact Details [outlined in green]: Information such as customer name, company name, sales rep, tax rate, payment terms, customer type, etc. See Creating a New Customer Record for details
  • Contact Methods [outlined in blue]: Phone, email, website information for the contact. See Creating a New Customer Record for details
  • Address Info [outlined in orange]: Billing address and a job site address for the contact. See Creating a New Customer Record for details

Contact Details Page Navigation

You may navigate through the sections on this page by clicking the links below:
Creating a New Customer Record
Creating a New Contact Record
Creating a New Customer Job
Creating a Service Job
Contact Details Options Menu
Contact Overview Box
CRM Sections

Creating a New Customer Record

Follow the steps below to create a new customer record.

  1. Add a new record:
    new customer buttonCRM > Contact List > New > New Customer
    1. From the Contact List:
      1. Click the New button
      2. Choose the New Customer button
    2. From the Contact Details screen:
      1. Click the Options button at top left
      2. Click the New Customer button
  2. A new customer record will open
  3. Account Number: Account number will autofill with the next available account number if you have it set up to do so.
    1. Customers you import into iPoint will keep their original account numbers
      new customer buttonCRM > Contact Details > Options > New Customer
  4. Person button / Company button: Select a button to indicate whether this customer is a Person or a Company (for example a builder or other company you will be selling to)
  5. For a Person, fill in the following fields:
    1. Customer Name: Type in the customer’s full name in this field. Input it in the format: Last Name, First Name and it will auto-populate the First Name and Last Name fields below
    2. First Name: This field will autofill from the Customer Name field
    3. Last Name: This field will autofill from the Customer Name field
    4. Partner First: Input the customer’s partner’s name in this field
    5. Company: Input the customer’s company name, if known
    6. Job Position: Input the customer’s job position, if known
    7. Birthday: Input a birthday for the customer, if desired
    8. Anniversary: Input an anniversary date for the customer, if desired
    9. Customer Type: Choose a customer type from the dropdown list, such as Client
      customer contact detailsNew Customer Details
  6. For a Company, fill in the following fields:
    1. Customer Name: Input the name of the company
    2. Company: Input the name of the company
    3. Contact First Name: Input the first name of the business contact for this company
    4. Contact Last Name: Input the last name of the business contact for this company
    5. Contact Position: Input the contact’s job position in the company
    6. Customer Type: Choose a customer type from the dropdown list, such as Builder, Contractor
  7. Rep: Choose a sales rep for this customer from the dropdown list
  8. Tax Rate: Select a tax rate for this customer. If no tax rate is input, the default rate will be used. See Editing Customer Defaults in Settings below
  9. Terms: Select payment terms for this customer from the dropdown list, such as Due on Receipt, Net 15, Net 30
  10. Lead Source: Choose a source for this sales lead from the dropdown list, such as Magazine, Email, Referral
  11. Lead Sales Value: Input an estimated sales total for this lead
  12. Lead Status: Choose a status type for this lead from the dropdown list, such as New Lead Assigned, Proposal Created
  13. Billable (All Work Orders Billable) checkbox: Typically, you would want to leave this checkbox unticked because it would make all work orders billable by default when this may not always be appropriate.
  14. Alert Text: Input any text that you would like to pop up in an alert window, for example, Account Past Due, when this customer record is opened in any module. Notes here also appear when you create a new Work Order. However, the alert will only fire the first time you create a WO. So if you are creating a bunch of WOs for the same project it will only fire the once. If you go create WOs for another project and then come back and create WOs for the first project, the alert will fire again.
  15. Tags: Input any tags for this customer. Tags can help you organize your customers, as well as search and filter for specific customers or categories of customers (search in Contact List > Options > General tab)
    1. Click in the Tags field and a popup window will open
    2. You can add two kinds of tags to your contact:
      1. Choose a default tag from the dropdown list. For information about editing the list of default tags, see Editing Customer Fields in Settings below
      2. Click in the dropdown field, type in your own tag name and hit enter to save it
  16. Contact Methods: Input contact methods for this customer. See Contact Methods information below for details
  17. Address Information: Input address information for this customer. See Address Information below for more details
  18. Custom Fields: In the Custom Fields section, you will see any custom fields set up by your company in the Settings module
    1. Custom fields are stand-alone data fields which you can use to track specific data points for all of your customers, for example pet name, babysitter’s name, customer nickname, preferred contact method
    2. Custom fields can be text, date, number, time, timestamp, or container fields

Training Video

Training Video

Editing Customer Fields in Settings

You can edit default lists for several of the above customer fields in the Settings module:

  • Customer Type: Go to Settings > QuickBooks > Customers > Customer Types
  • Job Type: Go to Settings > QuickBooks > Customers > Job Types
  • Tax Rate: Go to Settings > QuickBooks > Lists > Tax Rate
  • Terms: Go to Settings > QuickBooks > Lists > Payment Terms
  • Lead Source: Go to Settings > Popup Lists > Customer Job Lead Source (list)
  • Lead Status: Go to Settings > Popup Lists > Customer Job Lead Status (list)
  • Tags: Go to Settings > Pop Up List > Tags (list)
  • Custom Fields: Go to Settings > Module Settings > Contacts > New Custom Field (button)

Editing Customer Defaults in Settings

You can also set default settings for several of the above customer fields in the Settings module:

  • Customer Type (for new customers): Go to Settings > Module Settings > Contacts > Default Customer Type for New Customers (list)
  • Customer Type (for new jobs): Go to Settings > Module Settings > Contacts > Default Customer Type for New Jobs (list)
  • Job Type (for new jobs): Go to Settings > Module Settings > Contacts > Default Job Type for New Jobs (list)
  • Billable checkbox: Go to Settings > Module Settings > Contacts > Default “Billable” flag for New Customers (checkbox)
  • Tax Rate: Go to Settings > Company Info > Default Sales Tax Rate (list)

Contact Methods

You can have up to 8 different contact methods, just like in QuickBooks. The most common ones are displayed, though you can use the dropdown lists to tailor your contact methods (there are 18 different contact options). For example, you could replace the Facebook field option by selecting Skype ID from the dropdown list.

contact methodsContact Methods
In the Attribute field input the customer contact methods you require, such as:
  • Main Phone
  • Mobile
  • Main Email
  • CC Email
  • Facebook
  • URL 1
  • Website
  • Home Phone

Additional contact methods available through the dropdown lists:

  • Work Phone, Alt. Phone, Alt. Mobile
  • Fax, Alt. Fax
  • Alt. Email 1, Alt. Email 2
  • LinkedIn, Twitter
  • URL 2
  • Skype ID
  • Other 1, Other 2

You have the option of adding further description in the Description field, for example, you could identify the Alt. Mobile phone number as belonging to the contact’s spouse by typing in: “spouse’s cell number.”

Training Video

Editing Contact Methods in Settings

You edit the default Contact Methods displayed in Settings > Module Settings > Contacts. Here you can change how many Contact Methods display, as well as which ones by choosing from the dropdown lists next to each attribute type (e.g. Attribute_1_Type).

Other Contact Method Settings:

  • Phone Format: Change the phone number format (for example if you wanted the format to be XXX-XXX-XXXX instead of (XXX) XXX-XXXX.
  • Phone Area Code: If many of your Contacts have the same area code, you can save a little time inputting phone numbers by setting a default area code. Once the default is set, you can type phone numbers in without the area code; iPoint will fill it in automatically for you.

Address Information

address infoAddress Information Box
In the blue address box you can input two types of addresses:
  • Bill To Address: This address is used for billing and invoicing. It’s also the address that appears in the contact list and in the contact overview section of the contact details screen
  • Job Site Address: This address is used as the “Ship To” address on invoices and is the address used for all work orders

For each address, input:

  • Address Name: Choose an address name from the dropdown list, such as Home, Office, Primary, Job Site, Build Site
  • Street, City, State, Zip, Country: Input each address field as you would normally

Click the [navigation icon] above either address to open it in a map application.

Add Additional Job Site Addresses

edit job site addressEdit Job Site Address
You can click Edit to the right of Job Site Address Name to add a new job site address.
  1. Click the New Address button and input the address
  2. Click the Select button next to the new address to choose it as the address that will display for the job site
  3. Click the Delete button to delete the new address (or the old one)

Training Video

Creating a New Contact

Follow the steps below to create a new contact record.

new contact buttonCRM > Contact List > New > New Contact

  1. Add a new contact record:
    1. From the Contact List:
      1. Click the New button
      2. Choose the New Contact button
    2. From the Contact Details screen:
      1. Click the Options button at top left
      2. Click the New Contact button
  2. A new contact record will open
    New contact buttonCRM > Contact Details > Options > New Contact
  3. Account Number: Account number will autofill with the next available account number if you have it set up to do so
  4. Person button / Company button: Select a button to indicate whether this contact is a Person (for example a contractor or electrician) or a Company (for example a wholesale, retail, contractor, or other affiliate company)
    1. For a Person, fill in the following fields:
      1. Customer Name: Type in the contact’s full name in this field. Input it in the format: Last Name, First Name and it will auto-populate the First Name and Last Name fields below
      2. First Name: This field will autofill from the Customer Name field
      3. Last Name: This field will autofill from the Customer Name field
      4. Company: Input the customer’s company name
      5. Job Position:* Input the customer’s job position
      6. Customer Type: Choose a customer type from the dropdown list, such as Wholesale, Retail, Contractor
        creating a new contactNew Contact Details
    2. For a Company, fill in the following fields:
      1. Customer Name: Input the name of the company
      2. Company: Input the name of the company
      3. Contact First Name: Input the first name of the business contact for this company
      4. Contact Last Name: Input the last name of the business contact for this company
      5. Contact Position: Input the contact’s job position in the company
      6. Customer Type: Choose a customer type from the dropdown list, such as Wholesale, Retail, Contractor
  5. Alert Text: Input any text that you would like to pop up in an alert window, for example “This wholesaler went out of business,” when this contact record is opened in any module
  6. Tags: Input any tags for this contact. Tags can help you organize your contacts, as well as search and filter for specific contacts or categories of contacts (search in Contacts List > Options > General tab)
    1. Click in the Tags field and a popup window will open
    2. You can add two kinds of tags to your contact:
      1. Choose a default tag from the dropdown list
      2. Click in the dropdown field, type in your own tag name and hit enter to save it
  7. Contact Methods: Input contact methods for this customer, such as main and mobile phone numbers, email address(es), website(s), Facebook page, etc. See Contact Methods for more information
  8. Address Information: Input address information for this contact in the blue address box. See Address Information for more details

Edit Contact Fields in Settings

You can edit default lists for several of the above contact fields in the Settings module:

  • Customer Type: Go to Settings > QuickBooks > Customers > Customer Types
  • Job Type: Go to Settings > QuickBooks > Customers > Job Types
  • Tags: Go to Settings > Pop Up List > Tags (list)

Creating a New Customer Job

Jobs are customer records for particular physical locations. Work done at a customer’s main home would be done under the main customer record (Client customer type). Work done on any additional properties owned by the customer should be created as Jobs (Job customer type) under the original customer record. Vacation homes and rental properties are examples of additional locations or properties that would be created as Jobs. The Client could also be a builder and each Job could be various construction locations. Each separate physical location should be created as a new Job.

Follow the steps below to create a new job for a customer.

new customer jobCRM > Contact List > New > New Customer Job

  1. Add a new customer job:
    1. From the Contact List:
      1. Click the New button
      2. Click the New Customer Job button
      3. Choose a customer from the dropdown list
      4. Click the Create Job for this Customer button
    2. From the Contact Details screen:
      1. Complete the customer record (if it’s a brand-new customer record)
      2. Click Options at top left
      3. Click the Add Job for this Customer button
        new customer jobCRM > Contact Details > Opts > New Job for Customer
  2. A new Job record will be created underneath the selected customer record (or Job)
  3. Job Name: Enter a name for this job. Because jobs are tied to physical locations and each job is a different location, it’s helpful to name the job name accordingly, for example Rental Apartment, Mother-in-Law Cottage, Winter Cabin
    1. You will notice that the job name will append the customer name in the Contact Overview box at left, for example Lopez, Miguel would become “Lopez, Miguel:Winter Cabin”
  4. First Name: Customer name information is filled in automatically from the original customer record
  5. Last Name: Customer name information is filled in automatically from the original customer record
  6. Company: This field is filled in automatically from the original customer record
  7. Job Position: This field is filled in automatically from the original customer record
  8. Customer Type: iPoint will automatically choose Job as the customer type
  9. Job Type: Choose a job type from the dropdown list, such as Commercial, Residential, New Construction
    job detailsNew Customer Job Details
  10. Rep: This field is filled in automatically with the sales rep from the original customer record
  11. Tax Rate: Enter a tax rate for this job
  12. Terms: The payment terms field is filled in automatically from the original customer record
  13. Lead Source, Lead Sales Value, Lead Status: Enter lead information specific to this job, if desired
  14. Billable (All Work Orders Billable) checkbox: Typically, you would want to leave this checkbox unticked because it would make all work orders billable by default when this may not always be appropriate.
    1. The only time you will typically need to tick the Billable checkbox is when creating a Service Job. Learn more about Service Jobs below
  15. Alert Text: Enter alert text specific to this job, if desired
  16. Tags: Input tags specific to this job, if desired
    1. Click in the Tags field and a popup window will open
    2. You can add two kinds of tags to your contact:
      1. Choose a default tag from the dropdown list
      2. Click in the dropdown field, type in your own tag name and hit enter to save it
  17. Contact Methods: Contact Methods will fill in automatically from the customer record; update contact methods specific to this job, if necessary
  18. Job Site Address: Add a job site address for this job:
    1. Job Site Address Name: Choose a name for this job site from the dropdown list
    2. Street, City, State, and Country: Input the street, city, state, zip, and country

Edit Job Fields in Settings

You can edit default lists for several of the above job fields in the Settings module:

  • Job Type: Go to Settings > QuickBooks > Customers > Job Types
  • Tags: Go to Settings > Pop Up List > Tags (list)

Creating a Service Job

iPoint recommends you create a Service Job anytime you’re doing service work for a customer. Since Service Jobs contain only work orders for service, they are always billable.

To create a Service Job:

  1. Create a new customer job under a customer (or job) record
    service job detailsNew Service Job Details
  2. Name your job “Service Job” in the Job Name field
  3. Fill in the remaining job details
  4. Tick the Billable (All Work Orders Billable) checkbox, which will make any work order created for this Service Job automatically billable:
  5. A Default Project dropdown list will become available; however, only projects for this job will appear, so you will have to come back to fill in this dropdown list AFTER creating a Service Project
  6. Create a Service Project
    1. In the CRM sections list, click Projects
    2. In the Projects section, click the New Project button
    3. In the Projects module that opens, create a project named Service Project
  7. Click the “<” [Go Back] button at top left to return to the customer’s Service Job in CRM module
  8. Choose the Service Project you just created from the Default Project dropdown list
  9. All work orders will automatically be marked billable and they will all be automatically tied to the Service Project you selected

Training Video

Contact Details Options Menu

In the Options menu at top left, there are several actions you can perform:

options menuContact Details Options Menu

  • Customer checkbox: Tick the checkbox to indicate that this contact is a customer. Or you can change a customer record to a contact record (for vendors or other affiliate contacts) by unticking the Customer checkbox
  • Archive checkbox: Tick the checkbox to archive this customer or contact (or untick it to unarchive the contact)
  • New Customer: Create a new customer record
  • Add Job for this Customer: Create a new job under the customer or job you currently have open
  • New Contact: Create a new contact record
  • Delete Customer: Delete this customer or contact record if you have the appropriate user permissions.
  • Export to VCard: Customer contact information will be exported to a Contact.vcf file on your computer desktop. This file is suitable for importing customer information into many contact or email software programs.
  • Sync Contact: Sync the contact to QuickBooks if the customer has not already been synced
  • View in QB: View the contact record in QuickBooks (this button is only available once the contact has synced)
  • Reset Contact and Resync: Reset and resync the contact with QuickBooks. You should only need to do this if the contact got synced to the incorrect contact record in QuickBooks. This will clear that sync link and create a new one (this button is only available once the contact has synced)
  • Add Custom Image Here box: Insert a picture or file or for the contact by right-clicking on the image box
  • Move Job To: Move the current job to reside under a parent contact by choosing a customer record from the dropdown list and then clicking the Move To This Parent button
  • Make Job a New Customer: Convert a job record into a customer record (if you’re currently in a job record) by clicking the Make Job a New Customer button

Training Video

Contact Overview Box

In the Contact Overview box at top left, you will see:

contact overview sectionContact Overview Section

  • Name: This field pulls in data from the Customer Name field (or for Jobs, from the Job Name field). Customer Names are formatted [Last Name, First Name]. Job Names are formatted [Customer Name:Job Name]
  • A colored dot may appear to the left of the name:
    • Green dot: Indicates the customer record is synced with QuickBooks
    • Orange dot: Indicates that this record has a discrepancy between iPoint and QuickBooks
    • Red dot: Indicates an error; the record did not sync with QuickBooks for some reason (for example, if there was a duplicate name)
    • No dot: Indicates that the record has not been synced to QuickBooks
  • email icon : The contact’s primary email address. Clicking the mail icon will open an email to the customer’s Main Email address
  • phone icon : The contact’s primary phone number. Clicking the phone icon will dial the customer’s Main Phone number
  • mobile icon : The contact’s mobile number. Clicking the mobile phone icon will dial the customer’s Mobile number
  • globe icon : The contact’s website. Clicking the globe icon will open the Website linked to the customer record
  • location icon : The contact’s billing address (as opposed to the job site address). Clicking the navigation icon will open the Bill To Address in a map application.
  • calendar icon : The next scheduled customer activity. Clicking the calendar icon will open the iPoint Calendar to show the details of this customer Activity.

If any of these contact fields are blank, it means the contact doesn’t have that type of contact information on file.

Learn more about the Contact Overview box by watching the following video:

Training Video

CRM Sections

crm section breakdownBreakdown of the CRM sections
Understanding the CRM Sections
  • 22 sections: There are 22 sections listed below the Contact Overview box on the left side of your screen
    • Each section contains a list of the records connected to this customer (or contact). Sections include Related Contacts, Notes, Proposals, Sales Orders, Work Orders, Invoices, Projects, etc.
    • Click on a section to open it; the section screen will replace the main body of the Contact Details screen
    • For details about each CRM section, click the name of the section in the iPoint User Manual Table of Contents at the far left of your screen
  • “Plus” sign: A plus sign to the left of a section name indicates that you can quickly add a new record without having to first open the specific section. Media, Activities, Media, Assignments, and Documents are all sections with this quick-add feature. Click the “plus” sign to add a new record
  • Number of records: The numbers on the right side of the section list indicate how many records the customer has in each section
  • Blue bar: A blue bar on the right edge of the section list indicates the section you’re currently viewing
  • Orange bar: An orange bar shows your mouse movement as you hover over each of the sections in the list

For details about each CRM section, click the name of the section in the iPoint User Manual Table of Contents at the far left of your screen

Last modified: 3 Jun 2019

Was this helpful?

Yes No
You indicated this topic was not helpful to you ...
Could you please leave a comment telling us why? Thank you!
Thanks for your feedback.