How to add a contact

Adding a contact

Click Add New Contact in the top right of the Contacts page. When the panel opens, make sure Contact is selected at the top (not Vendor).

Required fields

• Full Name

• Email Address

All other fields are optional but recommended.

Optional fields

• Bio / Notes -- Use this for a quick summary of the client, an important note, or project context. This appears at the top of the contact profile.

• Phone Number

• Billing Address and Shipping Address -- Check Same as billing address to auto-fill the shipping address.

• Tags -- Assign one or more tags to organize this contact.

• Label -- Categorize the contact (e.g. Clients, External Team).

• Default Tax % -- Set a default tax rate that will pre-fill on invoices and estimates for this client.

• Send client portal access -- Check this to give the client access to their portal when you save.

• Disable Email Notifications -- Check this to turn off automated emails for this contact.

Viewing a contact profile

Once saved, clicking into a contact opens their full profile. You will see:

• Profile tile -- All contact details including bio, address, and tags.

• Projects -- Any projects linked to this client appear here. One client can be linked to multiple projects.

• Activity feed -- A log of everything related to this client across Indema.

• Notes -- Short notes specific to this client. For detailed project notes, use the Projects section instead.

• Tags tile -- Add or manage tags directly from the profile.

Retainers and credits

From a contact profile you can also manage retainers and credits.

• Request Retainer -- Enter an amount and an invoice will open pre-filled for this client. When the client pays, the amount is automatically applied as a credit on their account.

• Add Credit -- Manually add a credit to a client's account. Credits can be applied as a payment type on any invoice.