---
title: How to create or edit client contacts
description: Client contacts are essential. They act as a bridge between a company, and its clients and is good for building customer relationships, feedback, and referrals.
---

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August 6, 2026

# How to create or edit client contacts

## Client contacts are essential. They act as a bridge between a company, and its clients and is good for building customer relationships, feedback, and referrals.

### Step by Step Guide:

1\. Navigate to **Master Files \> Clients.**

![](https://colony-recorder.s3.amazonaws.com/files/2025-11-11/3790df6b-03a7-4e40-b90b-6c6cae770d9f/user_cropped_screenshot_f4e9d7ceae62453e9a1d625bba382166_text_export.jpeg)

2\. Use the Filters to narrow down your search, or scroll through the list of **Client Codes.**

![](https://colony-recorder.s3.amazonaws.com/files/2025-11-11/5ebc580b-de84-40ee-9325-a9b772de905c/user_cropped_screenshot_9aca2a5427224bbeb50f202974a7a2b6_text_export.jpeg)

3\. Select a **Client.**

![](https://colony-recorder.s3.amazonaws.com/files/2025-11-11/3e8a04d2-5d97-45ab-81b9-ffd453277887/user_cropped_screenshot_fcd34dec7ed14ccdb50388ebdbb85a98_text_export.jpeg)

4\. Click on Settings and select **Client Contacts** from the list.

![](https://colony-recorder.s3.amazonaws.com/files/2025-11-11/e81e380b-e427-483f-893f-2e0a4e022ff0/user_cropped_screenshot_bb23de20720044c683861a8c27671963_text_export.jpeg)

5\. Enter the following information:

**Contact Name**   
Required - Enter a contact name. This information will appear in the header section of estimates and invoices.

**Company Name**   
Enter a company name. - By default, estimates and invoices display the client name - so this field should be left empty unless you want estimates and invoices assigned to this contact to display a different name than the client name. It should only be used where there are multiple companies for a single client.

**Job Title**   
Enter a job title. This information will appear in the header section of estimates and invoices.

**Email**   
Enter an email address - required if you wish to email estimates or invoices to the contact directly from the system.

**Office Phone**   
Enter an office phone number.

**Direct Phone**   
Enter a direct phone number.

**Mobile Phone**   
Enter a mobile phone number.

**Fax**   
Enter a fax number.

**Address 1**   
Enter an address. This information will appear in the header section of estimates and invoices.

**Address 2**   
Enter an address suite or floor number.

**City**   
Enter the city. State Enter a state.

**Country**   
Enter the country.

**Zip Code**   
**Enter the zip code.**

**Default Estimate Contact**  
Check the box if this contact is to be the default for estimates on new jobs created for this client. When a new job is created - the estimate contact for the job defaults to the designated 'Default Estimate Contact' for the client. Then, when a new estimate is created, the job's estimate contact will be assigned, but can then be changed at the estimate level. Note that changing the default estimate contact for the client will not update/change the contact assigned to existing jobs or estimates.

**Default Invoice Contact**   
Check the box if this contact is to be the default for invoices on new jobs created for this client. When a new job is created - the invoice contact for the job defaults to the designated 'Default Invoice Contact' for the client. Then, when a new invoice is created, the job's invoice contact will be assigned, but can then be changed at the invoice level. Note that changing the default invoice contact for the client will not update/change the contact assigned to existing jobs or invoices.

**Statement Contact**   
Check if you wish the contact to be the default contact for a statement.

**Active**   
Check if you wish the contact to remain active in the system.

![](https://colony-recorder.s3.amazonaws.com/files/2025-11-11/e813cc0e-6358-414f-b5e4-ac15cf0981da/user_cropped_screenshot_4506f458fd73473e87876839e05e4f2e_text_export.jpeg)

6\. Click on **Invoice Notes** or the **Files and Hyperlinks** button to add any additional information or attachments about the client contact. Any notes entered here will appear in the header section of invoices that are assigned to this contact.

![](https://colony-recorder.s3.amazonaws.com/files/2025-11-11/4400720a-691e-488a-b68c-87d7eef0eb53/user_cropped_screenshot_2f9ac47f0dc849bdaed3316382db6e75_text_export.jpeg)

7\. Click **Save.**

![](https://colony-recorder.s3.amazonaws.com/files/2025-11-11/afb64e81-170d-47aa-890d-15b671393ab4/user_cropped_screenshot_30bb1064bebc4227914807155324f57d_text_export.jpeg)

Tip: You can also import contacts by navigating to **Master Files \> Clients** and clicking on the Excel – Contacts button.

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