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Sales & CRM
Know the customer before you call them.
Keep every client’s contacts, pricing and history in one place, so anyone picking up the phone can see what’s been quoted, what’s running and what’s been invoiced.
Overview
A customer is more than a name on an invoice.
Contacts are the people who work at your clients. One client can have as many as the job needs — the estimator who wants the quote, the site supervisor who wants the drawings, the accounts person who wants the invoice and nothing else.
Keeping them as separate contacts rather than one shared email address means the right document goes to the right person without anyone remembering to change the address on the way out. It also means that when someone leaves, you update one contact instead of hunting for every place their email was typed in.
Contacts sit under the client, so the client’s pricing tier, currency and terms stay put regardless of who you’re corresponding with. Changing a contact’s phone number doesn’t touch anything commercial.
If you sell to individuals rather than companies, this doesn’t get in your way — a client can be a person, and the contact structure is simply there if you grow into it.
What’s inside
What you get
01
Client record
Keep the customer details in one place.
02
Multiple contacts
Keep different people against the same business.
03
Quote history
See what you have priced for them.
04
Project history
See the work you have done.
05
Customer-specific pricing
Where configured, keep the commercial setup that applies to that client.
The reality
Why you need it
The customer rings and the person who knows them is away.
Someone else needs to pick the conversation up.
They have several jobs on the go.
You need to know which one they are talking about.
The accounts contact is not the project contact.
One customer can have several different people involved.
You have worked for them for years.
That history should be easier to find than searching old emails.
How it works
How it works
01
Create the client
02
Add the contacts
03
Keep sales and job history connected
04
Use the history next time they call
Capabilities
What it does
Capability
Client record
Everything about the account in one place: addresses, contact details, and the commercial settings that change what happens downstream — the pricing tier they’re on and the currency they’re billed in. Set those once and every quote, project and invoice for that client picks them up, so nobody has to remember that this customer gets different rates.
Capability
Multiple contacts
A client holds as many contacts as the relationship needs — the estimator who wants the quote, the supervisor who wants the drawings, the accounts person who wants the invoice and nothing else. Each keeps their own details, so the right document reaches the right person without anyone editing an address on the way out.
Capability
Quote history
Every quote raised for the client, on the client. When they ring about a price from March, or you’re pricing something similar, you’re looking at what you actually quoted rather than searching folders or asking whoever ran it. It’s also the fastest way to see how much work you’ve put in for a customer who hasn’t converted.
Project history
The full record of work done for that client. What ran, when, and what happened on it. This is what turns a repeat customer from a memory exercise into something anyone in the office can pick up — particularly useful when the person who normally handles them is away.
Customer-specific pricing
Pricing tier sits on the client, so their rates apply automatically wherever they’re quoted or invoiced. No relying on someone remembering the discount, and no discovering after the fact that a job went out at list price to a customer on contract rates.
Day to day
What it looks like on a normal day
A repeat customer asks for another similar job.
Look back at what you have done and quoted for them before.
The usual contact is away.
Another team member can see who else is involved and what has happened before.
The client has jobs across several sites.
Keep the relationship together while the individual work stays on its own projects.
What you get out of it
What changes
Give people context before they call.
See the customer history first.
Keep repeat work easier to handle.
Start from what you already know.
Stop customer knowledge living with one person.
Keep useful history in WorkGuru.
Keep sales and delivery connected.
The customer stays the same even as quotes turn into jobs.
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Discovered their contract work wasn’t profitable.
We didn’t wanna pay 100 grand upfront for a program – but then we found WorkGuru.
Nick Mazzella, Administrator, Frontline Trays & Trailers
Fit
Will it work the way we do things?
“Our customers only have one contact.”
Plenty do, and a client with one contact works exactly as you’d expect. The reason to have the structure anyway is that it costs nothing until you need it — and you usually need it on the day the one contact leaves, goes on holiday, or turns out not to be the person who approves the invoice. Adding a second contact later doesn’t disturb the client record or anything already quoted against it.
“We already have all this in accounting.”
Your accounting system knows who to bill. It doesn’t know what you quoted them in March, which jobs are running now, or what the last three went over on. WorkGuru holds the operational side of the relationship and pushes the billing side across when you invoice, so the client gets created in your accounting system without you entering them twice.
“We have thousands of old clients.”
Bring them across and most will sit there costing you nothing. The ones that matter surface when someone quotes or invoices against them. There’s no penalty for a long client list, and a dormant client that comes back after two years arrives with its history attached, which is usually the moment you’re glad you kept it.
By trade
Where this gets used
Works with
Connected features
Contact Management
Keep the people against the client.
Lead Management
Tie new opportunities back to the customer.
Quoting
See what you have priced for them.
Project Management
See the jobs that came from the relationship.
Invoicing
Keep billing tied back to the right client.
FAQs
Client Management questions
Can a client have more than one contact?
Yes. A client can hold as many contacts as you need — the person who approves the quote, the person on site, the person in accounts. Each contact keeps their own details, so you can send the quote to one and the invoice to another without maintaining two client records or overwriting somebody’s email address.
Can we see a client’s quotes and jobs?
Yes. The client detail page shows the full history of your interaction with that client: quotes raised, projects run, invoices sent. It’s the fastest way to answer “what did we do for these people last time” without going looking through folders or asking whoever happened to run the job.
Is client management the same as contact management?
They’re two halves of the same record. The client is the account you do the work for and carries the commercial settings — pricing tier, currency, addresses. The contacts are the people at that client. You need clients to quote and invoice; you need contacts so the paperwork reaches a human being.
Know who you are dealing with.
See how WorkGuru keeps the customer history around the work you do for them.