Building your client database in Proposify helps streamline document personalization and keeps your business relationships organized. Here's how to add new companies and contacts to your account.
Accessing your Contacts list
Finding the Clients Section
- Navigate to Clients in the main navigation menu
- You'll see your current client list with search functionality
- Click + New Client to add new accounts or contacts
Adding New Entries
Choose Your Entry Type: When you click + New Client, you'll see three options:
- Add New Company: Create a new business account that can contain multiple contacts
- Add New Contact: Add individual people within existing or new companies
- Import Contact: Sync contacts from your connected CRM integrations
Company Information Fields
Required Information
- Company Name: The business name for your client account
Address Details
- Address Line 1 & 2: Street address and additional location details
- City: Company's city location
- Country: Select from the dropdown list
- State/Province: Automatically populated based on country selection
- ZIP/Postal Code: Regional postal identifier
Additional Details
- Website URL: Company's website for reference and potential linking
Pro Tip: While only the company name is required, completing address information enables better variable population in your documents.
Contact Information Fields
Personal Details
- First Name & Last Name: Individual's full name
- Title: Job position or role within the company
- Email: Primary contact email address
Communication Options
- Office Number: Business phone line
- Mobile Number: Personal or mobile contact number
Company Association
- Company: Select which business account this contact belongs to
Important Note: When adding a contact, you must associate them with a company. If the company doesn't exist yet, create the company account first.
Import Contacts
CRM Integration Import
Import Contacts works exclusively with connected CRM systems. It syncs existing contact data from your integrated CRM.
Manual Entry
If you don't have a CRM integration set up, you'll need to manually enter contact info using the Add New Company and Add New Contact options.
Pulling Contact Data into Documents
We've updated how this works: instead of importing contacts and companies separately, you can now link your deal, and they'll be pulled in automatically.
To link a deal:
- From the editor, click Link Your CRM
- Search for your record
- Click Link to Document
That's it! Our integration finds the company and contact associated with the deal and pulls them both in; no manual import required. This means your company and contact dropdown (which populate variables, the document list, and other areas of the app) pull directly from your CRM, so you're never creating duplicate contacts in the system.
Data Organization Tips
Logical Setup Sequence
- Start with Companies: Create business accounts before adding individual contacts
- Add Key Contacts: Include primary decision-makers and communication contacts
- Complete Details: Fill in as much information as possible for better document personalization
Information Quality The more complete your contact records, the more effectively your document variables will populate. Consider including:
- Complete names and titles for professional appearance
- Both office and mobile numbers for flexible communication
- Accurate email addresses for document sharing
Using Your Contact Data
Once you've built your client database, this information becomes available for:
- Document Assignment: Link documents to specific accounts and contacts
- Variable Population: Automatically fill in names, addresses, and contact details
- Sharing documents: Streamlined sharing and follow-up processes
Your contact database serves as the foundation for personalized, professional document creation - the time invested in setting it up pays dividends in efficiency and presentation quality.
Need Help? Contact our support team through in-app chat for assistance with contact management or CRM integration setup.