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  • Writer's pictureTeam Toolbot

Use Your Trade Address Book for Great Customer Service

Create your personalised address book with the Toolbot directory that enables you to manage your customers and contacts. You can include multiple customer addresses and add notes to remind you of special instructions or parking arrangements, for example.

After adding customers to your address book, adding a customer and job address to an estimate, quote, or invoice is quick and simple.

Toolbot makes it easy to organise your contacts. Read on to learn how to create a list of favourite contacts, blocklist, archive, or delete contacts.

Start your free trial if you’ve not already signed up (no credit card required!).

Opening Your Address Book

To add or amend a contact, click Address Book from the main menu on the right-hand side of the Toolbot window. If this is your first time adding a contact to your address book, click Create address book.

After opening your Address Book, click Add Contact to open the name and address form, and fill in the following information.

Create a Customer Profile

  • Title: select a title for your contact from the list, or choose Other to add something else. This displays the Other Title text box, where you can enter a new value, for example, Dr.

  • First Name: the first name of your contact.

  • Last Name: the last name of your contact.

  • Email: the email address for your customer. This will be used in all correspondence, such as sending quotes and invoices.

  • Telephone: the main/landline number.

  • Mobile: your customer's mobile number.

  • Notes: include any useful notes about your client, such as where to park, or how to access the property.

Click Save to confirm your changes, or Cancel to discard them and return to the previous screen.

After you have saved the contact, the Address tab becomes visible. Click this tab to enter an address for your contact.


Adding Addresses for Your Customer

To add or edit an address for a contact, click on the contact in the directory, then click Options and select Add Address. This opens the address form.

The quickest way to add an address is to use the Search Address feature. Start typing in the textbox until the correct address is listed, select the address or press Enter to auto-complete the form, then click Save.

Alternatively, fill in the following details to manually add the address, and click Save when you're done:

  • Address 1: enter the first line of the address, including the house, office, or unit name/number.

  • Address 2: enter another address line if you have it.

  • Town: type in the postal town.

  • Post Code: the property postal code.

  • County: optionally, select the county from the list.

  • Is this the Invoice address?: by default, Toolbot marks the first address you enter for your contact as the invoice (billing) address. If this is not the address for sending an invoice, click No. Each contact should have a billing address so Toolbot knows where to address the invoice.

You can add further addresses for the customer, which is useful for landlords.


Viewing Job History

When you open the details for a customer, if you have created an estimate, quote, or invoice for them, you will see the full History under their record. Click on the link in the Type column of the table to open the item.


Special Features for Managing Customers

Toolbot enables you to mark customers as Favourites so they appear at the top of your address book for quick access when you want to look up their contact details, create a quote or invoice, or view their job history.

Expand the Options menu, and select Add to Favourites. The contact is now at the top of the directory listing on the left-hand side of your address book.

From this menu, you can also edit contact and address details, begin an estimate or quote for them, or create an appointment.

The Blocklist moves the contact to the bottom of the directory listing. Use this for customers you no longer wish to work for, such as customers who are difficult or do not pay on time.

A customer can also be Archived, so you retain a copy of their details but they do not appear in your directory. To permanently remove a customer from your Address Book, use Delete.

You can un-do, or reverse, any of these options at any time, except for the Delete function.


Next Steps 

Your Toolbot journey starts here! Login to your account or sign up for your free 30-day trial – no credit card required.

Watch the tutorial for creating your Toolbot address book here 👇


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