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Contacts & Companies

Contacts and companies are the foundation of your CRM. A contact represents an individual person, while a company represents a business organization. Contacts can be linked to a company to show organizational relationships.

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Creating a contact

1. Go to CRM > Contacts
2. Click Add Contact
3. Fill in the contact details:

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Additional contact fields

• Social profiles - LinkedIn, Twitter, Facebook, Instagram
• Website - Contact’s personal or company website
• Tax Number - For billing purposes
• Description - Free-text notes about the contact
• Internal Notes - Private notes visible only to your team
• Addresses - Billing and shipping addresses

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Creating a company

1. Go to CRM > Contacts
2. Click Add Company
3. Fill in the company details (name, email, phone, website, address)

Companies use the same fields as contacts, plus:

• Tax Number - Company tax/VAT registration number
• Multiple contacts can be linked to one company

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Linking contacts to companies

Contacts can belong to a company. This helps you see all people associated with a business account.

1. Open a contact record
2. In the Company field, search for and select the company
3. Save the contact

You can also view all contacts linked to a company by opening the company record.

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Contact lifecycle stages

Lifecycle stages track where a contact is in their customer journey. Common stages include:

• Subscriber - Signed up but not yet engaged
• Prospect - Showing interest
• Customer - Has made a purchase
• Churned - No longer active

You can customize lifecycle stages in Settings > CRM Settings.

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Contact sources

Track how contacts entered your system. Go to Settings > CRM Sources to manage your source list. Common sources:

• Website
• Referral
• Google Ads
• Social Media
• Trade Show
• Cold Outreach

Sources can be applied to contacts, deals, and leads.

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Importing contacts in bulk

Import up to 1,000 contacts at a time from a CSV file.

1. Go to CRM > Contacts
2. Click Import
3. Upload your CSV file
4. Map CSV columns to Heffl fields
5. Review the preview and confirm

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Supported import fields

• Name, email, phone, job title
• Address (street, city, state, postal code, country)
• Tags (comma-separated; new tags are created automatically)
• Company name (auto-creates the company if it doesn’t exist)
• Custom fields

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Deleting contacts

When you delete a contact, Heffl checks for linked records. You cannot delete a contact that has:

• Active deals
• Invoices
• Quotations

Remove or reassign these records first, then delete the contact.

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Bulk operations

Select multiple contacts to perform bulk actions:

• Bulk delete - Remove up to 300 contacts at once
• Bulk tag - Apply tags to multiple contacts

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Contact addresses

Each contact or company can have multiple addresses: Addresses include street, city, state, postal code, country, and optional GPS coordinates.

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Filtering and searching

Use the filter bar to find contacts quickly:

• Search - Search by name, email, phone, or contact number
• Type - Filter by contact or company
• Stage - Filter by lifecycle stage
• Owner - Filter by assigned team member
• Tags - Filter by one or more tags
• Source - Filter by acquisition source
• Date range - Filter by creation date
• Custom fields - Filter by any custom field value

Save frequently used filter combinations for quick access.

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Client portal

Give your contacts access to a self-service portal where they can view invoices, quotations, and project updates.

1. Open a contact or company record
2. Click Enable Client Portal
3. The contact will receive an email with login instructions

You can enable portal access for an entire company or for individual contacts.