Keep a contact list

Contacts belong to Personal or the selected team. All Contacts lists them with their company, tags, primary email and phone, Last contacted and next follow-up, a page at a time. Search by name, company, About text, activity note or tag, or choose a tag to filter by. Search terms may appear in different fields on the same contact.

Add a contact

Choose Add contact. A contact can store a structured name (prefix, first, middle and last name and suffix), a display name, a company, several email addresses, phone numbers and postal addresses, and one primary value of each kind. Labels such as work or billing say how a value is used. Country fields that ask for a short code use the two-letter form, such as CA or US.

On the contact's page, each part is edited where it is shown. About holds a short description of who the person is. Everything in a contact is private to Personal or the team it belongs to. For a dated history of notes, calls and follow-ups, see Keep notes and follow-ups on a contact. To add several contacts at once, see Add contacts by pasting JSON.

Tags and customer details

Tags group contacts for your own use. Choose existing tags or add a new one while editing; on the website a new tag is created when the contact is saved, and in the mobile app when you choose Create and select tag.

When a contact is added and Personal or the team has no tags yet, a Customer tag is created. Tagging a contact as a Customer shows Customer details: the default payment terms in days and a billing address, which Invoicing uses when you bill that contact. A contact's own payment terms replace the Invoicing default.

Admins can set a contact's Default hourly rate for new Time Tracking entries linked to it. It uses the default invoice currency, and a project's rate comes first; see Time Tracking projects, rates and tags.

What else a contact's page shows

• Invoices: invoices billed to the contact, with what is owed. See Create and track invoices.
• Proposals: proposals for the contact as client, with New proposal.
• Bills: bills from the contact as a supplier in Accounting, with Enter bill, shown to people who can open the books.
• Time: time you tracked linked to the contact, and Start timer.
• Client Portal: the contact's portal, or Create a portal.
• Share invitations: links sent to the person by email from Magpie, such as a screen recording, and whether they opened them.

Adding a contact from the invoice editor returns to the draft with that contact chosen.

Delete contacts

To delete a contact, open it and choose More beside its name, then Delete contact. A contact with invoices cannot be deleted, so that each invoice keeps its customer.

To delete several, tick their rows, or the header box for everything on the page; when more contacts match than fit on the page, Select all extends the selection to everything matching the search or tag. Then choose Delete. Contacts with invoices are skipped, and the page says how many were deleted and how many were skipped.

In the mobile app

The mobile app opens a contact in reading view, with an optional private photo and grouped contact methods, addresses, billing details, notes and recent invoices. If you can edit it, select the pencil in the header; Save and Cancel stay in the header while you move through the form. In the editor, choose or take a photo; it is stored in Your images and attached to the contact. Remove photo clears it. From Invoices, open an invoice or choose New invoice for this contact.

To delete several contacts, choose Select contacts from the Contacts action menu, tap the contacts, then Delete selected. To delete every contact the current search shows, choose Delete all matching…; the app shows how many will be deleted before you confirm, and stops if the matching contacts change first. Contacts with invoices are kept, and the app says how many.

The app keeps a recovery copy of a contact you are adding or changing on the device, for your account and Personal or the team, until it is saved or you discard it. It is not an offline save queue.

Plan limits

On the Free plan, Personal or a team can have up to 100 contacts. If a saved contact appears missing, check Personal or the selected team. If its data is present but cannot be opened, Contact support.