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Manage a customer's emails, phones and addresses

Keep several emails, phones and addresses per customer, tag each for business or service, and choose the primary ones CleanOps uses.

customers contacts emails phones addresses primary billing service

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A customer can have as many emails, phones and addresses as you need — an office that pays the bills and one or more sites where you do the work. Tag each contact Business, Service or both, choose which ones are primary, and decide which messages each email and phone receives. CleanOps then sends invoices to the primary business email, picks the right address for each new quote, job and invoice, and lets you choose the recipients of each send.

Before you start: sign in with an account that can edit customers.

Roles, primaries and notifications
Every email, phone and address carries one or two roles:
- Business — the office or billing side: who receives invoices and where the bill goes.
- Service — the site side: where the work happens.
For each kind of contact, one row can be Primary Business and one row can be Primary Service — the same row can hold both. These are the contacts CleanOps uses by default. The customer’s main email and phone — shown in lists and on quotes and invoices, and where invoices and job emails are sent — are the primary business ones, or the primary service ones if there’s no primary business contact.

Each email and phone also has notification switches that decide which messages it receives. Every new email and phone starts with all of them on.
1

Add emails and phones while you create the customer

Select Customers, then New Customer. Fill in Customer Name, and the main Email and Phone under Contact.

To add more, select + Add email under ALL EMAILS or + Add phone under ALL PHONES. Each row has its own Label, Contact name, Roles (select Business or Service to switch it) and Primary stars, and each phone row has its own country above the number. The main email and phone become the Primary Business email and phone, so the rows’ business star stays off. An extra row can take the service star; otherwise the main email or phone is the Primary Service one too.

The new-customer form with an extra email and a Canadian phone row.
2

Add the customer's addresses

Under Addresses, fill in the address, then tick Business, Service or both. Use the Primary business and Primary service switches to choose which address is primary for each role; with only one address, it becomes both. Add address adds another block and Remove deletes one.

Select Save Customer. A Customer created successfully message confirms it.

An address block with its roles, primary switches and Remove.
3

Open the customer's Contacts tab

Open the customer from Customers. The Contacts tab opens first: a summary such as 2 emails · 2 phones · 1 address, then one row per contact with its NAME · LABEL and ROLES badges — blue for a primary, grey for a plain role. A customer with no contacts shows No emails, phones or addresses — Add a contact so quotes, invoices and job updates have somewhere to go.

The Contact Info panel on the left shows the main Email and Phone, the Bill to address (the primary business address) and the Service at address (the primary service address). View all N contacts jumps to the tab.

The Contacts tab and the Contact Info panel.
4

Add an email, phone or address

At the top of the Contacts tab, select + Email, + Phone or + Address. Each opens its own form — Add email, Add phone or Add address. Fill in the value, a Label such as the site name, and an optional Contact name. Under Roles, tick Business, Service or both.

Emails and phones also have a NOTIFICATIONS section, all switched on to start: Quotes & invoices, Jobs and Follow-ups & reviews, plus Marketing on emails. Addresses have no notifications.

Select Add email, Add phone or Add address. The new row appears in the table and a message such as Phone saved confirms it.

The Add phone form with its notification switches.
5

Make a contact primary

Under Primary, switch on Primary business or Primary service before you save. A contact can be primary only for a role it has. Turning a primary on moves it: the contact that held it keeps its roles but is no longer primary for that one.

Every phone has a country — choose 🇺🇸 +1, 🇨🇦 +1 or 🇬🇧 +44 before the number, here, on the main Phone field, or on each phone row of the customer form.

A site email made the primary service email.
When CleanOps won't save a contact
Nothing is checked until you save. Then a message appears under the field and nothing is saved:
- Primary business needs the Business role (or Primary service needs the Service role) — tick the role, or switch the primary off.
- is already on this customer — that email or phone is already one of this customer’s contacts.
- must look like name@example.com — the email isn’t a valid address.
- is required when providing an address — an address needs its street, city, state or province, and postal code.
If you untick both roles, the contact is saved as Service.
A primary for a role the contact doesn't have is refused.
6

Add a Canadian address

Select + Address, fill in Street Address and City, then choose Canada under Country. State / Province / Region switches to the Canadian provinces — pick one — and enter the postal code under Postal / ZIP Code.

Addresses can be in the United States, Canada or the United Kingdom.

A Toronto site address with Ontario selected.
7

Add a UK address

Choose United Kingdom under Country. The state field becomes County (optional) — fill it in or leave it blank — and enter the postcode under Postal / ZIP Code. US addresses keep the list of states.

A UK address, where the county is optional.
8

Edit a contact

Select the pencil at the end of a row. Change the value, label, contact name or roles and select Save.

A primary the contact already holds shows switched on and locked. To move it, open another contact with that role and switch its primary on. If you untick the role itself, the switch is released, and when you save, that primary passes to the next contact with the role — there’s no extra warning, so check the badges afterwards.

Editing an address that holds Primary business.
9
Choose which messages a contact gets
Open an email or phone with the pencil. Under NOTIFICATIONS, switch each kind of message on or off:
- Quotes & invoices — quotes, invoices, their follow-ups, receipts and plan billing.
- Jobs — scheduling, reminders and on-the-way updates.
- Follow-ups & reviews — job follow-ups and review requests.
- Marketing (emails only) — campaigns and promotions.
Select Save. A contact with Quotes & invoices off is left unticked when you send a quote or invoice — you can still tick it for that one send.
A site email with Quotes & invoices and Marketing switched off.
10

Mark a contact opted out

If a customer asks you to stop messaging an email or phone, open it and select Mark opted out. It takes effect straight away — a message such as Phone opted out confirms it, with no extra question. The contact then shows Stopped texts · <date> (or Stopped quote, invoice, job and follow-up emails · <date> for an email) and Marked opted out by your team., with every switch off and locked. It stays on the customer, but it can’t be picked as a recipient.

To undo it, open the contact and select Turn texts back on (or Turn emails back on). Texts turned back on confirms it and the switches unlock. The Contacts table doesn’t mark opted-out rows — open the contact, or look at the send picker, to see it.

A phone marked opted out: switches locked, with Turn texts back on.
When a customer opts out themselves
Customers can stop messages on their own, and the contact shows why:
- Replied STOP to a text — the phone shows Stopped texts and Replied STOP. Turn back on only at the customer’s request.
- Clicked “stop these emails” in an email — the email shows Stopped quote, invoice, job and follow-up emails and <name> clicked “stop these emails”. Turn back on only at the customer’s request.
- Turned a switch off in their portal — that switch shows Turned off by the customer in their own settings and is locked for your team.
In the send picker these contacts show Opted out · Replied STOP <date> or Opted out · Stopped emails <date> and can’t be ticked. Turn them back on only when the customer asks you to.
11

Edit every contact at once

To work through all of a customer’s details in one form, select Actions, then Edit Customer. It lists every email and phone under ALL EMAILS and ALL PHONES, and every address, with the same fields, roles and primary stars as the new-customer form. The main Email and Phone at the top hold Primary Business, so move that primary from the Contacts tab instead. Notification switches and opt-outs aren’t on this form — change them on the contact itself. Select Save Customer to save your changes.

Edit Customer: every email and phone, each phone with its country.
12

Delete a contact

Open the contact with the pencil and select Delete. CleanOps asks first. For a contact that isn’t a primary, the message reads <contact> will be removed from this customer. If the contact is a primary, the message names the contact that takes its place — the next one with that role — for example 200 W Madison St, Chicago, IL, 60606 becomes the primary service address; for an email that takes the business slot, it adds that invoices will be sent there. If no other contact has that role, it says so — and, when another contact holds the other primary, that the other one is used instead.

Select Delete address (or Delete email / Delete phone) to confirm, or Cancel to keep it.

Deleting a primary names the contact that replaces it.
What the primaries are used for
- A new quote or job for the customer starts with the primary service address, with the note Defaults to the primary service address. Any address can be chosen.
- A new invoice starts with the primary business address, which is also the bill-to address, with the note Defaults to the primary business address. Any address can be chosen.
- The customer’s main email and phone — in the customer list, on quotes and invoices, and where invoices and job emails go — are the primary business ones, or the primary service ones if there’s no primary business contact.
You can still pick any of the customer’s addresses on the quote, job or invoice itself — each address in the list shows its role badges, so you can tell the billing address from the sites.
A new quote starts at the primary service address; each address shows its roles.
13

Choose who gets a send

When you select Send on a quote, a Send quote window lists every email under EMAIL and every phone under TEXT MESSAGE, with its name, label and role badges. Each row starts ticked if that contact’s Quotes & invoices switch is on. Tick or untick rows for this send only — Changes apply to this send only. A contact that’s opted out is greyed out with Opted out by your team · <date> and can’t be ticked.

Select Send to N recipients to send, or Cancel. At least one recipient is needed — with none ticked, the button is disabled.

Sending an invoice, resending a receipt, sending a follow-up now and sending a maintenance-plan link let you choose recipients the same way; their own guides walk through them.

The send window: one email unticked by its switch, one phone opted out.
See who each message reached

A quote’s Activity Log records every send, with one line per recipient: the contact’s name, label and email or phone, then the channel and result — Email · Sent, Text · Failed or Text · Skipped. The heading counts the recipients the send reached, so an email that went out and a text that failed read Quote sent to 1 recipient with both lines under it. A send that reached no one reads Quote not delivered.

Activity Log lines for each recipient, including a send that reached no one.
Find a customer by any email or phone

Search Customers on the Customers page matches every email and phone a customer has, not just the main one — type part of a site contact’s email or a phone number in any format. The list still shows the customer’s main email and phone.

Found by a site phone number.
Who can change contacts
- Team members who can edit customers can add, edit and delete contacts, change notification switches and mark contacts opted out.
- View-only team members see the Contacts tab and its badges, without + Email, + Phone, + Address or Actions. Each row has a view icon that opens View email, View phone or View address with every field and switch locked, and only Close.
- Technicians don’t have access to customers.
A view-only team member sees a contact's switches but can't change them.
What customers see in their portal
Customers with a portal account open the menu under their avatar and select Settings.
- Notification Preferences — Choose which messages <your business> sends to each of your emails and phones. Each of their emails and phones has its own switches. An email that’s been stopped shows Emails stopped · <date> with its switches locked. In-app — See notifications while using the portal. — controls notifications inside the portal.
- Addresses — each card shows the roles your business set and Set by your business name, with Edit and Remove. Add Address opens a form with a Set as primary address checkbox, and an address they add is used for both business and service. Removing one asks first: Existing quotes, jobs, and invoices will keep their recorded address.
A customer's notification preferences in the portal.
What you have now

Your customer keeps every office and site contact in one place, each tagged for business or service, with clear primaries and its own notification switches. Invoices go to the primary business email, new quotes, jobs and invoices start at the right address, and each send goes only to the contacts you choose.
Tips and related guides
- Label each site contact with the site’s name, so you can tell contacts apart on the Contacts tab, in Edit Customer and in the send window.
- Changing a primary takes effect immediately — check Bill to and Service at on the Contact Info panel.
- Turn a contact’s Quotes & invoices switch off rather than unticking it on every send.
- Related: create a customer, create a quote and create and send an invoice.