Understanding the Contacts Feature in Ontraccr

📘 Understanding the Contacts Feature in Ontraccr
 

The Contacts feature in Ontraccr is the central hub for managing all external relationships—whether you're working with clients (customers), vendors, or their associated personnel. Designed for clarity, flexibility, and powerful integrations, Contacts ensures your operational workflows are deeply connected to the people and companies they serve.

This article introduces the full scope of the Contacts feature and how each part contributes to smooth project execution, streamlined communication, and accurate financial tracking.

🧭 What Is the Contacts Feature?

At its core, the Contacts tab in Ontraccr is a multi-entity database for:

• Customers (or Clients): Companies or individuals who hire you
• Vendors: Subcontractors and suppliers you work with
• Contacts: People tied to either of the above (e.g., site supervisors, accountants)

Every entry you make here—whether it's a client company or an individual—flows seamlessly into forms, workflows, and automation across the platform.

🗂️ Key Components of Contacts

1. Customers Tab

• Create and manage customer organizations
• Link projects, forms, and billing to each customer
• Automatically apply rates and material discounts
• Enable portal access and two-way communication

Customers are the foundation for downstream activities like project setup, invoice generation, and client collaboration.

2. Vendors Tab

• Track subcontractors and suppliers
• Log and manage POs, subcontracts, and certifications
• Designate vendors as labor-based (subcontractor) or material-based (supplier)

Vendors form the supply and service network that supports your field operations.

3. Global Address Book

• Central directory of all contacts (people) linked to customers and vendors
• Enables sharing contacts across accounts without re-entry
• Supports dynamic reassignment when people change companies

The Address Book brings people into the picture, ensuring form auto-fill, personalized communication, and accountability.

🔗 How It Connects with Ontraccr

The power of the Contacts feature comes from how deeply it integrates with the rest of the platform:

💡 Real-World Use Cases

• Dispatching a Work Order? Selecting the customer in the form pulls in their contact’s email and applies a material discount automatically.
• Need to Invite a New PM to the Client Portal? Add them via the customer's profile under the Client Portal tab and set a secure password.
• Vendor Certification Expiring? The vendor’s contact and admin will be notified automatically—no manual follow-up needed.
• Subcontractor Switching Companies? Reassign their contact in the global address book—no need to recreate from scratch.

🚀 Benefits at a Glance

✅ Centralized Data: No more duplicate entries or hunting through disconnected systems

✅ Automated Workflows: Trigger form logic and pricing based on contact info

✅ Audit-Ready Records: Static logs of notes, POs, certifications, and communication

✅ Scalable Management: Handle hundreds of contacts and companies with powerful filters and custom fields

✅ Dynamic Communication: Email and message customers directly via Client Portal

🧭 Getting Started

Start by reviewing your organizational structure:

• Who are your clients and vendors?
• What contact information do you frequently need in forms or workflows?
• Do any of your vendors need certification tracking?
• Who needs Client Portal access?

Once you’ve answered these questions, begin building out your Contacts database and unlock the full power of Ontraccr’s connected operations.