Getting started with contacts and CRM in Brightpearl

This guide provides an introduction to contacts, which are your customers and vendors (suppliers). All of these topics are covered in detail in the Contacts and CRM documentation.

Create a new customer

You can use Brightpearl to store all details for a customer to have them in a single place, eliminating the need to update several address books or databases. To create a new customer, follow these steps:

  1. On the left-hand side of the screen click the Quick Add icon mceclip0.png and select Customer. Enter the following contact details:
  2. Click the green Save changes button on the top right-hand side of the page.
  3. You will notice that there are several tabs on the contact edit screen - use these to add further contact details.
  4. Just above the tabs you will see the Add a tag link. Click and select a tag for the contact.
  5. Click the Save changes button. If you leave the page without saving your information will not be retained.

Create a new vendor (supplier)

Vendors (suppliers) are added in the same way as a customer.

  1. On the left-hand side of the screen click the Quick Add icon mceclip1.png and select Vendor (supplier). Enter the following contact details:
  2. Click the green Save changes button on the top right-hand side of the page.
  3. You will notice that there are several tabs on the contact edit screen - use these to add further contact details.
  4. Just above the tabs you will see the Add a tag link. Click and select a tag for the contact.
  5. Click the Save changes button. If you leave the page without saving, your information will not be retained.

Search for and view your customer or vendor (supplier)

You can search for a customer or supplier record in Brightpearl by entering the details into the Quick Search box in the top-right of the screen. For example:

  1. Select Customer from the drop-down and type "Sandra" or "Dee" or "Apollo" in the search box, then hit enter or click Go. You'll be taken to the customer list filtered to view your contact.
  2. You can display a quick view bubble for the contact by clicking on the small arrow by the company name, or click on any part of the name to open the contact record in full.
    mceclip2.png

You can search using part of the contact first name, last name, company, email address or postcode.

Search for vendor (supplier) the same way, but make sure you select Vendors (Suppliers) from the Quick Search drop-down.

Create and use tags

Tags are used to help organize your contacts into groups, you'll be using tags a lot to sort and manage your contacts. You can tag contacts with any number of tags, and there is no limit to the number of tags you can add. Follow these steps to create a new tag, which you will then add to our contact Sandra:

  1. Go to Customers > Customers by Tag > List/edit Tags.
  2. Click the Add a new tag button.
  3. Enter the name of a new tag. Let’s call it "VIP Clients"
  4. Select Customers from the drop-down menu to set this tag as a subset of our Customers.
  5. Use the color wheel to select a color and then the shade from the square in the middle.
  6. Click Save Tag.

You can now add the tag to the customer you just created.

  1. Search for the customer.
  2. When your customer is listed you'll see a link to Add a tag under the company name, click the link and then choose one from the drop-down menu that appears.
  3. Your tag will be added. Simple!

Create and apply tags to vendors (suppliers) in the same way.

Viewing communication history

You will use the Brightpearl Timeline to keep track of notes and activities for a client, as well as see any interaction you have had with them. The timeline will show everything in one place, providing a central place to find all information related to a contact. The types of history you'll see include:

  • Notes added by you or colleagues
  • Changes of contact status
  • Quotes, sales and invoices
  • Emails sent/received by you and your colleagues
  • Payments received
  • Calls, meetings and follow-ups (activities)

Now imagine you've made a phone call to your customer and need to add a note.

  1. Search for the contact "Sandra Dee".
  2. Click the contact name to open their record. You are automatically taken to the contact Timeline tab.
  3. Click the Add Note link. Type in a summary of the call that you just had with Sandra, e.g. "Sandra would like to discuss the 2023 contract. Please call back ASAP".
  4. Click Save changes to save the notes to the timeline.

You can easily move between tabs within the contact record before saving without losing your note, which is handy if you are making a note whist on the phone with a contact and need to add or look up customer data.

You can view the communication history and add notes to vendor (supplier) records in the same way.

Schedule an activity or event

You can use activities to help schedule important work so that nothing gets forgotten. Follow these steps to add an activity for you to return Sandra's call.

  1. While you are still in the timeline for Sandra click the Add Activity/Schedule call link.
  2. Enter the title of the activity, such as "Call with Sandra Dee".
  3. From the drop-down menu, select the type of activity - for example, if it's an important call that you want to set a reminder for, select Call.
  4. Specify which staff member the activity is for - in this case, select yourself. (When you have added more staff members you will be able to assign tasks to them.)
  5. Select the date and time the call is scheduled for - for example, tomorrow at 11:00.
  6. Enter any additional details or instructions in the space provided.
  7. Click Save changes to close the activity box and take you back to the timeline.
  8. The new activity will be shown in the Activities information box on the right-hand side.

To view all of your scheduled activities, hover your mouse over your username at the top right-hand side of the screen and click My events.

You can apply notes and create activities and events for vendors (suppliers) in the same way.

Apply a customer status

All customers should be assigned a status to help you understand which of your leads are your best prospects.You can view and edit your customer statuses by going to Customers > Customers by Status and clicking  List/edit Statuses.

Follow these steps to update a contact's status:

  1. Search for a contact and open their record.
  2. The status information box is on the right-hand side. Select the appropriate status from the drop-down list.
  3. Click Save changes .

To view all contacts on a certain status, go to Customers > Customers by Status and select one of the statuses listed here.

Batch update

You can update the data for several contacts at once using the batch update menu. Follow these steps to batch update:

  1. Create a new customer and add the VIP Client tag to them.
  2. Choose to view all contacts with the VIP Client tag by going to Customers > Customer by tag and selecting VIP Clients .
  3. Select the checkbox next to each of the contacts.
  4. Above the listing click the Add Note button.
  5. In the pop-up window type some text (Quick notes can be added using the drop-down menu - these are standard notes that can be saved to speed up adding notes).
  6. Click the Add note button.

A green message box will be displayed to indicate the number of records that have been updated so you know that it worked.

You can batch process vendors (suppliers) in the same way from your Vendor list - go to Vendors/Suppliers > List all Vendors/Suppliers.

What else can you do with contacts?

You can also manage contacts using imports, connect Brightpearl to Mailchimp for marketing, or use various reports and filters to view what customers are buying and spending.

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