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> Use this file to discover available pages before exploring further.
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# Managing Companies

# Managing Companies

Organize your business relationships by creating and managing company records in your CRM.

## What are Companies?

Companies are organizations you work with - clients, vendors, partners, or any business entity. Company records help you:
- **Organize Contacts**: Group related contacts under companies
- **Track Relationships**: See all interactions with a company
- **Manage Accounts**: Handle company-level information
- **Link Records**: Connect invoices, projects, bookings to companies

## Creating a Company

### Quick Create

1. Go to **CRM** → **Companies**
2. Click **"New Company"** button
3. Fill in the form
4. Click **"Save"**

### Required Fields

- **Company Name**: Business or organization name

### Optional Fields

**Basic Information:**
- **Email**: Company email address
- **Phone**: Business phone number
- **Website**: Company website URL
- **Industry**: Business industry
- **Size**: Number of employees
- **Annual Revenue**: Company revenue (optional)

**Address:**
- **Street Address**: Physical address
- **City, State, ZIP**: Location details
- **Country**: Country

**Additional:**
- **Description**: Company overview
- **Notes**: Internal notes
- **Tags**: Organize companies
- **Custom Fields**: Your custom data fields

## Linking Contacts to Companies

### When Creating Contact

1. **Create Contact**: Go to CRM → Contacts → New Contact
2. **Company Field**: Start typing company name
3. **Select Existing**: Choose from dropdown, OR
4. **Create New**: Click "Create New Company" to add on the fly
5. **Contact Linked**: Contact automatically associated

### Adding Existing Contact to Company

1. **Open Contact**: Go to CRM → Contacts → [Contact Name]
2. **Click Edit**: Edit contact
3. **Company Field**: Select company
4. **Save**: Contact now linked

### Multiple Contacts per Company

- **Unlimited Contacts**: Add as many as needed
- **Different Roles**: Each contact can have different title/role
- **Primary Contact**: Mark one as primary (if feature available)

## Viewing Company Details

Click any company name to view:

**Information Tabs:**
- **Overview**: Basic information and summary
- **Contacts**: All contacts at this company
- **Activities**: Timeline of interactions
- **Related Records**: Invoices, projects, bookings
- **Notes**: Additional notes
- **Custom Fields**: Your custom data

## Company Relationships

### Associated Contacts

View all contacts at company:
1. Open company
2. Go to **"Contacts"** tab
3. See all linked contacts
4. Click contact to view details

### Related Records

See all records linked to company:
- **Invoices**: All invoices for this company
- **Projects**: All projects for this company
- **Bookings**: All appointments with company contacts
- **Proposals**: All proposals sent to company

## Editing Companies

### From Companies List

1. Go to **CRM** → **Companies**
2. Click company name
3. Click **"Edit"** button
4. Make changes
5. Save

### Quick Edit

1. Hover over company in list
2. Click **"Edit"** icon
3. Make changes inline
4. Save

## Organizing Companies

### Tags

Categorize companies:
1. Open company
2. Click **"Tags"** field
3. Add tags (e.g., "Client", "Vendor", "Partner")
4. Save

**Common Tags:**
- Client Type: "Enterprise", "SMB", "Startup"
- Industry: "Healthcare", "Technology", "Finance"
- Status: "Active", "Inactive", "Prospect"
- Source: "Referral", "Website", "Trade Show"

### Filtering

Filter companies by:
- **Tags**: Show companies with specific tags
- **Industry**: Filter by industry
- **Size**: Filter by company size
- **Status**: Active, inactive, etc.
- **Search**: Search by name, email, website

### Sorting

Sort by:
- Name (A-Z, Z-A)
- Industry
- Created date
- Last activity
- Any custom field

## Custom Fields

Add company-specific fields:

1. Go to **Settings** → **Custom Fields** → **Companies**
2. Click **"Add Field"**
3. Configure:
   - **Name**: Field label
   - **Type**: Text, number, date, dropdown, etc.
   - **Required**: Make mandatory
4. Save
5. Field appears in company form

**Common Custom Fields:**
- Account Manager
- Contract Start Date
- Annual Contract Value
- Service Level
- Support Tier

See [Custom Fields](https://help.swellsystem.com/en/article/custom-fields-1l78mte/) for details.

## Setting Reminders

Set reminders for company-related tasks:

1. Open company
2. Click **"Set Reminder"**
3. Configure:
   - **Date & Time**: When to be reminded
   - **Type**: Call, meeting, contract renewal, etc.
   - **Description**: What to do
4. Save

**Common Reminders:**
- Contract renewal dates
- Quarterly business reviews
- Annual check-ins
- Payment follow-ups

See [Reminders](https://help.swellsystem.com/en/article/reminders-18tfevf/) for details.

## Company Activities

All interactions automatically tracked:

**Automatic Activities:**
- Company created
- Company updated
- Contact added to company
- Invoice created for company
- Project created for company
- Booking made with company contact

**Manual Activities:**
- Add note
- Log call
- Log meeting
- Add comment

**View Activities:**
- Open company
- Go to **"Activities"** tab
- See chronological timeline
- Filter by activity type

## Bulk Actions

Perform actions on multiple companies:

1. Go to **CRM** → **Companies**
2. Select companies (checkboxes)
3. Choose action:
   - **Add Tags**: Tag multiple companies
   - **Export**: Export selected companies
   - **Delete**: Remove companies
   - **Assign**: Assign to team member
4. Confirm action

## Importing Companies

Import from CSV or Excel:

1. Go to **CRM** → **Companies**
2. Click **"Import"** button
3. Select file
4. Map columns:
   - Match file columns to SWELL fields
   - Select which columns to import
5. Preview import
6. Click **"Import"**

**Supported Formats:**
- CSV (.csv)
- Excel (.xlsx, .xls)

**Required Columns:**
- Company Name

**Optional Columns:**
- Email, Phone, Website, Address, Industry, etc.
- Custom fields

## Exporting Companies

Export for backup or external use:

1. Go to **CRM** → **Companies**
2. Apply filters if needed
3. Click **"Export"** button
4. Choose format (CSV, Excel)
5. Download file

**Exported Data Includes:**
- All company fields
- Custom fields
- Associated contact count
- Tags

## Deleting Companies

### Single Company

1. Open company
2. Click **"Delete"** button
3. Confirm deletion

### Multiple Companies

1. Select companies in list
2. Click **"Delete"** from bulk actions
3. Confirm deletion

> **Warning**: Deleting a company also:
> - Removes all activities and notes
> - Removes reminders
> - Unlinks contacts (contacts remain but lose company association)
> - Links to related records remain (invoices, projects keep company reference)

## Best Practices

1. **Complete Profiles**: Fill in as much information as possible
2. **Link Contacts**: Always link contacts to companies when applicable
3. **Use Tags**: Tag companies for easy organization
4. **Set Reminders**: Set important date reminders
5. **Add Notes**: Document important information
6. **Keep Updated**: Regularly update company information
7. **Use Custom Fields**: Add industry-specific fields
8. **Import Regularly**: Import companies from other systems

## Common Tasks

### Adding a New Client Company

1. Create company with full information
2. Add primary contact
3. Add additional contacts as needed
4. Add custom fields (industry, size, etc.)
5. Set reminder for onboarding call
6. Create first invoice or project

### Updating Company Information

1. Open company
2. Click "Edit"
3. Update changed fields
4. Save
5. Change logged in activities

### Finding a Company

- **Search**: Use search bar (searches name, email, website)
- **Filter**: Use filters (tags, industry, status)
- **Sort**: Sort by various fields
- **Recent**: Check "Recently Viewed"

## Integration with Other Modules

Companies link to:

- **Contacts**: Many contacts belong to one company
- **Invoices**: Track which companies you've invoiced
- **Projects**: See projects for each company
- **Bookings**: Link appointments to companies
- **Proposals**: Track proposals sent to companies
- **Email**: Email communications

## Troubleshooting

**Can't find a company?**
- Check search/filter settings
- Try different search terms
- Check if company was deleted
- Verify you have access

**Company not saving?**
- Check required fields filled
- Verify name is provided
- Check for validation errors
- Try refreshing page

**Import not working?**
- Verify file format (CSV or Excel)
- Check column mapping
- Ensure company name column present
- Check for duplicate names

For more help, see [Common Issues](../troubleshooting/common-issues.md).

## Next Steps

- [Managing Contacts](https://help.swellsystem.com/en/article/managing-contacts-mzfqpe/) - Link contacts to companies
- [Leads Pipeline](https://help.swellsystem.com/en/article/leads-pipeline-19ebzi1/) - Convert leads to companies
- [Custom Fields](https://help.swellsystem.com/en/article/custom-fields-1l78mte/) - Add custom data
- [Reminders](https://help.swellsystem.com/en/article/reminders-18tfevf/) - Set company reminders