Contact fields

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

1. Navigate to Clients in the main navigation menu
2. You'll see your current client list with search functionality
3. 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 Options

CRM Integration Import The Import Contact option works exclusively with connected CRM systems. This feature syncs existing contact data from:

• Integrated CRM platforms
• Connected sales tools
• Linked contact management systems

Manual Entry Required If you don't have CRM integrations set up, you'll need to manually enter contact information using the Add New Company and Add New Contact options.

Pulling this contact data into documents 

Data Organization Tips

Logical Setup Sequence

1. Start with Companies: Create business accounts before adding individual contacts
2. Add Key Contacts: Include primary decision-makers and communication contacts
3. 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.