COMPANY: Understanding Companies
What is a Company?
How do I create a Company?
Navigate to CRM > Companies.
Click the +Add Company button. Give the new Company a Name.
Then select the Role. These Roles are meant to be used in the context of a Sales Funnel.
A Company can be added as a Lead, Prospect, or Client.
Lead: a Company that you have just met and do not have a lot of history with, but you want to track them in the system and schedule follow-ups, etc. A Lead does not receive an invitation to create a login to your Portal. Leads may be added without an email address.
Prospect: a Company that has progressed to the next level in the Sales Funnel. They can receive an invitation to log in to your Portal. This additional level allows you to share Files and Pages. It also gives the Company the ability to receive Estimates.
Client: a step beyond a Prospect. This role gives you the ability to assign the Company to Projects & Tasks. You can also send them Invoices & Documents, etc.
You can upload a logo for the Company, which will have the same function as an avatar for a Contact.
If a Company is added as a Prospect or Client, you must add or assign a Primary Contact w/ an email address. If you want to add the Company as a Lead, then you have the option of adding the Company without a Primary Contact. This means the Company will not have a login and will not be able to receive email notifications.
To access the Portal, a Company must be a Prospect or Client and must be assigned a Primary Contact w/ an email address. As a Lead, the Company cannot receive email notifications unless they are assigned a Primary Contact w/ an email address. If a Company is created as a Lead without a Primary Contact, then the Company will appear in the "Idle Companies" list.
If you do not have any Contacts to select from the dropdown you can select + Add Primary Contact or + Add Contact to create the Contacts for this Company.
IMPORTANT: If you add a Primary Contact for a Company, please read. The Role you choose for the Primary Contact is completely independent of the Role assigned to the Company. The Role you assign here will only become relevant if you need to work with this person as an Individual, completely outside of any Company association. If you are adding this person only to be the Primary Contact of the Company and you will not work with them as an Individual, then we suggest adding them as a Prospect because that will give you the most flexibility in the future if something changes and you find that you do need to work with them as an Individual.
CLICK HERE to learn about Adding & Editing Contacts
Idle Companies are Companies that do not have a Primary Contact assigned. When Companies are in this state, you cannot work with them in the sense of assigning Invoices, Documents, etc., because there is no "actual human" representing the Company, and therefore no one to view or process any interaction that you may initiate. From the Idle Companies list, you can use the menu to add a Primary Contact.
To assign a Primary Contact, just use the provided option
Coordinator & Salesperson
A Coordinator is the member of your Staff that you specifically assign to be the "Point of Contact" for a Prospect or Client. The Coordinator optionally receives email notifications when the Contact performs certain actions within the platform. You can set the Coordinator to be notified in relation to Messages, Files, Projects, Tasks, and more. If no Coordinator is selected in this step, YOU will be assigned as the Coordinator because YOU are the Staff member creating the Company.
The Salesperson Role is unique in that visibility restrictions regarding Companies can be applied to these users, either manually or automatically. This is called "claiming" a Company, which will hide that Company from anyone else in the Salesperson Role. This is ideal if your business operates with a sales team that requires insulation from each other (e.g. they work on commission). This is different than a Coordinator, who is designated as the point of contact for that user. The Salesperson and the Coordinator for a Company can be the same member of your Staff, or they can be different members of your Staff.
CLICK HERE to learn about the Salesperson role
You can assign this Company to one or more Circles. A Circle is the group permissioning & assignment structure for Clients and Prospects. If your Company is a Lead you will not see this field.
CLICK HERE to learn about Company Circles
You can select to add this Company to an Email Marketing Audience, which means that you can easily include this Company in any Email Marketing Campaigns that you send to that Audience. If you have created a Drip Sequence for that Audience, then this Company will immediately start receiving the emails according to the schedule that you have pre-set in that Drip Sequence.
CLICK HERE to learn about Marketing Audiences
CLICK HEREto learn about LMS
You can also apply an Event Generator for this Company. An Event Generator is a pre-configured series (or sequence) of Events you can "pre-create" and then use in an Automation to instantly generate those Events on your Calendar. This allows you to create multiple configurations and apply the correct Event Generator to the appropriate scenario, depending on your needs.
CLICK HEREto learn about Event Generators
CLICK HEREto learn about Folder Generators
A Project Generator lets you "pre-create" a Project with customized variables and settings. When triggered, the Project will automatically be assigned to the correct Company/Contact. If your Company is a Lead or Prospect you will not see this field.
CLICK HEREto learn about Project Generators
An On-Demand Invoice Generator lets you "pre-configure" the details of an Invoice. You can create & configure many different O-D Invoice Generators, each one designed to be used in a specific scenario. You pre-define the line items, the amounts, the payment options, payment gateways, etc., and all it needs after it has been activated is to be triggered and told which Company/Client (the Target) should be assigned to the generated Invoice. If your Company is a Lead or Prospect you will not see this field.
CLICK HEREto learn about On-Demand Generators
If you have the PLUS Bundle Power-Up Active in your account you can select Email and/or Form Cannons to go out to this Company. If your Company is a Lead you will not see this field.
CLICK HEREto learn about Email Cannons
CLICK HEREto learn about Form Cannons
Trigger a Dynamic Accumulating Invoice Generator & Assign it to this Company. If your Company is a Lead or Prospect you will not see this field.
CLICK HEREto learn about Accumulating Invoice Generators
Trigger Dynamic Recurring Generator & Assign to this Company. A Recurring Invoice Generator lets you automatically generate Invoices on a schedule and frequency that you specify. If your Company is a Lead or Prospect you will not see this field.
CLICK HEREto learn about Recurring Invoice Generators
Dynamic Proposal Generators are not assigned to anyone, but rather, they are a mechanism that lets you pre-create and pre-configure details/content and save all of that as part of a Dynamic Proposal Generator that can be referenced in an Automation and then triggered on the fly as a part of that Automation. If your Company is a Lead you will not see this field.
Tags are labels you create to help organize your Companies and form your own structure. Tags are highly customizable, so you can create and assign them as you see fit.
CLICK HERE to learn about Tags
You can optionally select a Category for the Company from the dropdown. This section also allows you to put in the Website, Phone number, Skype, and Background info for this Company.
CLICK HEREto learn about Content Categories
Next, you can enter the location info for the Company. By default, this address information will be displayed in other platform areas (ex. Estimates/Invoices sent to Prospect(s)/Client(s)).
Lastly, you can fill in your Custom Fields.
Private Custom Fields are only viewable by the Primary Contact of the Company.
Public Custom Fields can be viewed by any Contact associated with that Company.
CLICK HEREto learn about Custom Fields
How do I add an existing Contact to a Company?
Navigate to the Companies screen. Select the Company you would like to work with by clicking on their Company name. This will take you to the Company Dashboard.
Under Contact Details, click Add.
Choose Assign Existing Contact. A drop-down menu will appear in which you can choose multiple Contacts.