Koala - Adding a Contact

Adding a Contact - Click to View Video

1. Access the Contact Creation Screen

• On the left-hand side under Shortcuts, select Add a Contact.

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2. Enter Basic Information

Name

• Always collect and enter the customer’s full name first.

Company (Optional)

• Fill in Company only if the customer is associated with one.

• Leave blank for standard residential customers.

Title (Optional)

• Used for roles like Property Manager.

• Residential customers: leave blank.

Phone Number

• Enter their phone number.

• Choose the correct type: Mobile, Home, or Office.

Email Address

• Always collect and enter the customer’s email.

Next Service Date

• Skip this. Koala does not use it.

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3. Assign Category

• Default: Prospect.

• Change it ONLY if the contact is:

  • Lowe’s

  • Subcontractor

  • Partner

These categories keep them out of:

• Lead follow-up campaigns

• Proposal campaigns

When the prospect becomes a customer, Koala updates their status automatically.

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4. Pipeline Settings

• Ignore Add to Task Board.
  Koala automatically assigns contacts to the appropriate pipelines (Job, Lead, Proposal) upon saving.

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5. Enter Lead Source (Required)

This field is mandatory.

Lead Source

Choose the broad category:

• Online Advertising

• Referral

• Print Advertising

• Direct Mail

• etc.

Campaign

Select the specific campaign tied to the lead source:

• Example: Online Advertising → Instagram

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6. Invoice Terms (Optional)

• You can assign custom invoice terms (e.g., Net 30) for the contact.

• Leave blank unless special billing terms apply.

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7. Referred By (Optional)

• If another customer referred them:

  • Search and select the referring contact.

  • This links the two for referral reporting.

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8. Managed By (Optional)

• Used when one contact handles billing for others.

• Leave blank unless you’re intentionally linking billing responsibility.

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9. Flash Message

• Displays prominently on the contact record.

• Use sparingly, usually for:

  • Special notes

  • Problem customers

  • Important flags

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10. Address Information

Service Address

• Begin typing the address; Koala auto-locates and pins it on the map.

Billing Address

• Leave blank if it’s the same as the service address.

• Enter only if different.

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11. Intake Questions

• These appear on quotes for your team.

• Your organization can customize the options.

• Fill in whatever applies based on your intake process.

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12. Payment on File

• Leave blank during initial contact creation.

• After the contact is saved, return later to add payment details if needed.

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13. Save the Contact

• Click Add.

• Koala:

  • Saves the information

  • Applies appropriate pipelines

  • Displays the flash message, if added

  • Displays any opt-out flags (e.g., texting)

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14. Add Additional Contacts (Optional)

• Add spouses or other household members.

• Choose whether each person:

  • Receives emails

  • Is copied

  • Is blind-copied

• Useful when multiple people want project updates.

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15. Next Steps

• After creating the contact, proceed to Scheduling an Appointment.