Contacts

Contacts are your customers in YardPilot. Store their information, track their properties, view job history, and manage communication—all from one place.

Contact Overview

Each contact record stores:

• Basic Information - Name, email, phone number
• Properties - Service addresses linked to the contact
• Jobs & Visits - Work history
• Quotes & Invoices - Financial history
• Notes - Internal information and communication log
• Billing Defaults - Automatic discounts and payment terms

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The contacts list provides a searchable overview of all your customers with quick access to their details

Adding Contacts

Creating a New Contact

1. Go to Contacts in the sidebar
2. Click Add Contact
3. Fill in the contact details:
   • First and last name
   • Email address
   • Phone number(s)
   • Company name (optional)
4. Click Save

From a Work Request

When you receive a work request from a new customer, YardPilot automatically creates a contact for them.

From a Quote

Create contacts on-the-fly when creating quotes for new prospects.

Contact Details

Basic Information

Field	Description
First Name	Customer's first name
Last Name	Customer's last name
Email	Primary email for invoices and communication
Phone	Main contact number
Mobile	Mobile number for SMS
Company	Business name (for commercial clients)

Properties

Each contact can have multiple service properties:

• Home address
• Investment properties
• Commercial locations
• Holiday homes

See Properties for more details.

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The contact detail view provides a complete 360° view of your customer with all their information, history, and interactions in one place

Billing Defaults

Set automatic billing preferences for individual contacts. When you create an invoice for a contact with billing defaults, these settings are applied automatically.

Setting Up Billing Defaults

1. Open the contact's profile
2. Click Edit
3. Scroll to Billing Defaults
4. Configure your preferences
5. Click Save

Default Discount

Apply automatic discounts for loyal customers or special arrangements:

Percentage Discount

• Enter a percentage (e.g., 10%)
• Applied to the invoice subtotal
• Good for: Loyalty programs, bulk deals

Fixed Amount Discount

• Enter a dollar amount (e.g., $50)
• Deducted from the invoice total
• Good for: Negotiated price reductions, credit arrangements

Default Payment Terms

Set when payment is due for this contact:

Terms	Description
Due on Receipt	Payment expected immediately
7 days	Net 7 - Due within 7 days
14 days	Net 14 - Due within 14 days
30 days	Net 30 - Due within 30 days
60 days	Net 60 - Due within 60 days

Commercial Clients

Larger commercial clients often expect 30-day payment terms. Setting this as their default saves time on every invoice.

How Billing Defaults Work

When you create an invoice for a contact with billing defaults:

1. YardPilot detects the contact has defaults set
2. A banner shows what defaults will be applied
3. The discount and payment terms are pre-filled
4. You can override these values if needed

The banner displays:

Contact Billing Defaults Applied This contact has default billing settings that will be applied to this invoice:

• 10% discount
• 30 days payment terms

You can override these values in the form above.

Use Cases for Billing Defaults

Loyalty Discounts Reward long-term customers with automatic percentage discounts on every invoice.

Commercial Accounts Set up 30-day terms for business clients who process invoices through accounts payable.

Property Managers Apply standard discounts for property management companies who provide volume work.

Prepaid Arrangements For customers who pay upfront, set payment terms to "Due on Receipt".

Negotiated Rates Honour agreed-upon discounts without remembering to apply them manually.

Contact History

Jobs & Visits

View all work performed for a contact:

• Past visits with dates and status
• Upcoming scheduled visits
• Job totals and history

Financial History

Track all financial interactions:

• Quotes sent and their status
• Invoices and payment status
• Total revenue from the contact
• Outstanding balance

Communication Log

See all communication with the contact:

• Emails sent
• SMS messages
• Notes added by team members

Contact Tags

Organise contacts with tags:

• VIP - High-value customers needing priority service
• Commercial - Business clients
• Residential - Home customers
• Inactive - Customers who haven't used services recently

Creating Tags

1. Open a contact
2. Click Add Tag
3. Select existing or create new
4. Save

Filtering by Tags

Use tags to filter your contact list:

1. Go to Contacts
2. Click the Filter button
3. Select one or more tags
4. View filtered results

Merging Contacts

If you have duplicate contacts:

1. Open the contact you want to keep
2. Click the menu (⋮) → Merge Contact
3. Search for the duplicate contact
4. Review what will be merged
5. Confirm the merge

WARNING

Merging is permanent. All jobs, invoices, and history from the duplicate will move to the primary contact.

Archiving Contacts

For customers you no longer service:

1. Open the contact
2. Click the menu (⋮) → Archive
3. Confirm

Archived contacts:

• Don't appear in active lists
• Keep their full history
• Can be restored later

Permissions

Role	View	Create/Edit	Delete	Billing Defaults
Owner	✓	✓	✓	✓
Admin	✓	✓	✓	✓
Office	✓	✓	✗	✓
Field	✓*	✗	✗	✗

*Field workers see contacts for their assigned jobs only.

Best Practices

Keep Information Current

• Update phone numbers when customers change them
• Add new email addresses
• Mark old emails as secondary

Use Notes

Add notes for:

• Gate codes and access instructions
• Customer preferences
• Special requirements
• Communication summaries

Regular Cleanup

Periodically:

• Archive inactive customers
• Merge duplicates
• Update outdated information
• Review billing defaults

Next Steps

• Add properties to your contacts
• Create a quote for a contact
• Send an invoice with billing defaults
• Set up automations for customer communication