Set Who to Call and the Site Photo

Put billing contacts, who crew should call on arrival, and the site photo on file — then log a call so the next person sees it.

Updated September 16, 2026

After you add a customer and a site, the account can still be missing the three things that stop a bad call on visit day: who you invoice, who crew should call at the gate, and a photo of the place. Those live on two different pages, and they are not the same people.

You needOpen
People you invoiceCustomer Overview → Contacts
A call or note on the accountCustomer Activity → Log a call or note
Who crew calls on arrivalSite sidebar → On-site contact
Photo at job startSite Overview, after Address
Visit-summary email or textSite sidebar → Visit notifications
This year's quotes and invoicesBilling tab

Portal logins are a separate invite — see Invite customers to the portal. Per-site visit-summary recipients need Allow per-site visit notification contacts under SettingsCustomer Notifications.

  1. Keep billing contacts current

    Open the account from DirectoriesCustomers. On Overview, Contacts lists the primary person and anyone else. Edit contacts opens Edit customer. Primary contact is who you invoice — name, Email, Cell phone, and Agreed to receive text messages. Other contacts is Add contact for a spouse, property manager, or board member.

  2. Log the call on the customer

    Open Activity. Log a call or note is recorded with the date and your name, next to the automated history. Pick Call, Note, Email, Text, or Meeting. Call, email, and text also take They contacted us / We contacted them. About pins it to a site, or leave The account. Click Log call (the label follows the kind). Success reads Logged. Communication history underneath is the dated list.

  3. Name who crew should call on arrival

    Open the site from DirectoriesSites (or from the customer's site list). On-site contact is in the Overview sidebar. Empty copy: None set. Add who crew should call when they arrive (e.g. superintendent). Name is required if any other field is filled. Title (optional), Phone (optional), Email (optional), Notes (optional). After someone is saved, Apply to other sites copies it onto other active sites for this customer. This is not the billing contact, and it is not Visit notifications.

  4. Add the site photo

    Still on Overview, Site photo sits in the main column after Address so it reads at a usable size. Helper text: Reference image for field crews at job start (same photo used in job site verification). Add Photo or Upload Image. When a photo exists, those become Replace Photo, plus Remove Photo. Empty is No site photo on file.

Tiles are shortcuts, not the record

The strip under the name (Balance due, Next visit, Route, and the rest) jumps you to a job, tab, or contract. Edit contacts and the photo in the cards above — not by clicking a tile.

Verify it worked

On the customer, Contacts shows the primary person, and a test Log call appears at the top of Communication history with today's date. On the site, Site photo sits under Address, and On-site contact in the sidebar is no longer None set.

If something is off

What you seeWhat to check
Crew called the person who pays the invoiceOn-site contact is empty, or it was filled with the billing contact.
No photo at job startSite photo still says No site photo on file. Add it on the site, not the customer.
Cannot find Log a callYou are on the site. Open the customer → Activity.
Apply to other sites is missingSave an on-site contact first. The button only shows after someone is on file.
Cannot find this year's quotesOpen Billing, not Overview. See Find Quotes and Invoices on a Customer.

Frequently asked questions

Is On-site contact the same as a billing contact?

No. Contacts on the customer are who you invoice and email. On-site contact is who crew should call when they arrive (a superintendent or property manager) — it also shows when they open the job and on Start Visit. Visit notifications are a third list, for the visit-summary email and text.

Why is there no Log a call on the site?

Call, note, email, text, and meeting are recorded on the customer's Activity tab. About lets you pin a call to one site, or leave it on The account.

Where did the Details tab go?

The first tab is Overview. Quotes, contracts, and invoices for this fiscal year sit on Billing. See Find Quotes and Invoices on a Customer.

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