Contacts

Overview

The Contacts page is the unified view of all people and users in your account. It shows everyone across all businesses in one place: pure contacts (people with no system access), invited users (pending acceptance), active users (with login access), and deactivated users (previously active users who have been removed).

Contacts are grouped by the business they belong to. This makes it easy to see at a glance who is associated with each company and what their current status is.

The Contacts page differs from the People section within an individual business. The People section on a business detail page shows only that business's contacts, whereas the Contacts page aggregates everyone across all businesses in your account.

Contacts can exist in one of four states:

• Contact Only — A person with no user account or system access
• Invited — A person who has been sent an invitation but has not yet accepted
• Active User — A person who has accepted their invitation and has login access
• Deactivated — A previously active user whose access has been removed

You can access Contacts from the main navigation.

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The Contacts List

The Contacts page displays all contacts in your account using a searchable, filterable DataTable grouped by company.

Features

• Text Search — Type to filter contacts by name or email address
• Status Filter — Filter by contact status (Active User, Contact Only, Invited, Deactivated)
• Role Filter — Filter by user role (Owner, Super Admin, Manager, Accounts, Accountant, Client, Basic)
• Product/Service Filter — Filter by linked transaction template (product or service)
• Company Grouping — Contacts are visually grouped under their business name, with Client/Supplier badges and a people count displayed alongside the business name

Columns Displayed

Each row shows:

• Avatar (coloured avatar for active users, generic icon for contacts)
• Name and associated business
• Role badge (for users with assigned roles)
• Employee indicator
• Product/Service
• Status
• Actions menu

Export Options

Use the export dropdown to download the contacts list:

Format	Description
Excel	Download as .xlsx spreadsheet
CSV	Download as comma-separated values
PDF	Download as PDF document
Copy	Copy table data to clipboard

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Contact Types

There are four contact types displayed in the Contacts list. Each type has a distinct status indicator and available actions.

Contact Only

A Contact Only record represents a person without a user account. They have no login access to Beeswax but can be associated with invoices, quotes, and expenses.

• Icon — Shown with a generic (grey) icon rather than a coloured avatar
• Status — Displays "Contact Only"
• Use Cases — Receiving invoices or quotes, being listed as a contact on a business

Action	Description
Show Contact	View the contact detail card
Quick Edit	Edit name, email, phone, and other details inline
Send Invite	Invite this contact as a user with system access
Delete	Remove the contact (only available if no invoices or expenses are linked)

Invited

An Invited contact is a person who has been sent an invitation to join Beeswax as a user but has not yet accepted.

• Status — Displays "Invited" along with the invitation date
• Note — The invitation remains pending until the recipient clicks the link in their invitation email and completes the sign-up process

Action	Description
Show Card	View the contact detail card
Resend Invite	Send the invitation email again

Active User

An Active User is a person who has accepted their invitation and has full login access to Beeswax based on their assigned role.

• Icon — Shown with a coloured avatar
• Status — Displays "Active" along with the last login time
• Note — Clicking the contact links to user settings where role and permissions can be managed

Action	Description
Show Card	View the contact detail card
User Settings	Navigate to the user's role and permission settings

Deactivated

A Deactivated contact is a previously active user whose access has been removed. Their record and historical data are preserved, but they can no longer log in.

• Status — Displays "Deactivated" along with the deactivation date

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Adding a Contact

Click the Add Contact button to open the contact creation form.

Fields

Field	Required	Description
First Name	Yes	The contact's first name
Last Name	Yes	The contact's last name
Email	Yes	Email address. Must be unique within your account.
Phone	No	Phone number
Mobile	No	Mobile phone number
Fax	No	Fax number
Address	No	Street address
City	No	City or town
State	No	State, region, or county
Postcode	No	Postal or ZIP code
Country	No	Country
Company	Yes	The business this contact belongs to. Select from existing businesses.
Accounts Contact	No	Toggle to mark this person as the accounts contact for their business (receives monthly statements)
Notes	No	Free-text notes about this contact

Important Notes

• Email addresses must be unique within your account — you cannot create two contacts with the same email
• The Company field is required — every contact must belong to a business
• You can optionally invite the contact as a user during creation, which sends them an invitation email immediately

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Viewing a Contact

Click on a contact to view their full detail card.

Contact Detail Card

The detail card displays:

• Full Name — The contact's first and last name
• Email — Displayed as a clickable mailto link
• Phone — Displayed as a clickable tel link
• Address — Full address if provided
• Ribbon Status — A ribbon indicating the contact's current state (Contact Only or Invited)

Stats Cards

Below the contact information, summary stats are displayed:

Stat	Description
Invoice Count	Total number of invoices associated with this contact
Expense Count	Total number of expenses associated with this contact

Tabs

The detail card has the following tabs:

• Invoices/Expenses — A table of journal entries linked to this contact, showing:
  • Number
  • Type
  • State
  • Title
  • Date
  • Total
• Files — Files and attachments associated with this contact

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Inviting a Contact as a User

Any existing contact can be invited to join Beeswax as a user, giving them login access to the system.

How to Invite

1. From the Contacts list, find the contact you want to invite
2. Click the actions menu on their row
3. Select Send Invite
4. Choose a role for the user:

Role	Description
Basic	Limited access — can view assigned work and log time
Manager	Can manage projects and view reports
Accountant	Full access to financial features
Super Admin	Full access except billing, subscription, and account deletion
Client	External access — can view their own invoices and statements. Must be associated with a client-marked business.

Important Notes

• When selecting the Client role, the contact must belong to a business that is marked as a Client. Client invitations cannot be associated with the account owner's business.
• The system sends an invitation email to the contact's email address with a link to accept and set up their account
• If the contact already has a Beeswax account on another organisation, the invitation is auto-accepted
• Once the user accepts the invitation, their status changes from "Invited" to "Active"
• For contacts with a pending invitation, you can use Resend Invite from the actions menu to send the invitation email again
• Only admin-level users (Owner, Super Admin, Admin) can invite contacts as users. Accountants cannot send invitations.

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Import & Export

Importing Contacts

You can bulk-import contacts from a CSV file:

1. Click Import from the export menu on the Contacts list
2. Upload a CSV file with contact data
3. The system processes each row and creates contacts
4. An import report shows the number of successes and any failures with line numbers

Import Template

A downloadable template is available: beeswax_people_import_template.csv

The template includes the following fields:

Field	Description
first_name	Contact's first name
last_name	Contact's last name
email	Contact's email address
phone	Phone number
mobile	Mobile phone number
fax	Fax number
address	Street address
city	City or town
state	State, region, or county
postcode	Postal or ZIP code
country	Country

Import Report

After processing, the import report displays:

• Total rows processed
• Number of successfully imported contacts
• Number of failures, with the specific line numbers and reasons for each failure

Exporting Contacts

Use the export dropdown on the Contacts list to download contact data. Exports include 18 data fields covering all contact information, status, and associated business details.

Format	Description
Excel	Download as .xlsx spreadsheet
CSV	Download as comma-separated values
PDF	Download as PDF document
Copy	Copy table data to clipboard

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Filtering & Search

The Contacts list provides several ways to narrow down the displayed contacts.

Text Search

Type in the search box to filter contacts by name or email address. The filter applies in real time as you type.

Status Filter

Filter contacts by their current status:

Status	Description
Active User	Users with accepted invitations and login access
Contact Only	People without user accounts
Invited	People with pending invitations
Deactivated	Previously active users whose access has been removed

Role Filter

Filter contacts by their assigned user role:

Role
Owner
Super Admin
Manager
Accountant
Client
Basic

Product/Service Filter

Filter contacts by linked transaction template. This shows contacts who are associated with a specific product or service through their invoices or expenses.

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Permissions by Role

Different roles have different levels of access to the Contacts feature.

Action	Owner	Super Admin	Admin	Accountant	General User	Contractor	Client
View contacts	All	All	All	All	No	No	No
Add contacts	Yes	Yes	Yes	Yes	No	No	No
Edit contacts	All	All	All	All	No	No	No
Delete contacts	Yes	Yes	Yes	Yes	No	No	No
Invite as user	Yes	Yes	Admin only	No	No	No	No
Import contacts	Yes	Yes	Yes	Yes	No	No	No
Export contacts	Yes	Yes	Yes	Yes	No	No	No

Key Notes

• Owner, Super Admin, Admin, and Accountant have full access to manage all contacts, including creating, editing, and deleting. However, only Owner, Super Admin, and Admin can invite contacts as users — Accountants cannot send invitations.
• General Users cannot access or manage contacts.
• Clients cannot access or manage contacts.
• Contractors cannot access or manage contacts.
• Only admin-level users (Owner, Super Admin, Admin) can invite contacts as users. Accountants cannot send invitations. and assign roles.
• Deleting a contact is only permitted when no invoices or expenses are linked to that contact.