Overview
A centralized database of clients and vendors is essential for efficient construction management. Instead of scattered spreadsheets and contact lists, Structur provides a single source of truth for all your business relationships.
This guide shows you how to build and maintain your client and vendor databases in Structur.
Why Client and Vendor Management Matters
Centralized Information
All contact details in one place
No more searching through emails or spreadsheets
Consistent data across your entire team
Streamlined Workflows
Quickly create leads, estimates, and projects
Select vendors for subcontracts and bills
Send communications without looking up addresses
Integration Benefits
Sync with QuickBooks Online
Avoid duplicate data entry
Keep accounting and operations aligned
Managing Clients
Accessing Client Management
Click your profile picture in the top right
Select Settings
Click Clients in the left sidebar
You'll see your complete client registry.
When to Use Client Management
Use this feature to:
Maintain a centralized list of all customers
Import clients in bulk (CSV or QuickBooks)
Sync client data with QuickBooks Online
Add custom client fields for your business needs
Manage multiple contacts per client
Quickly create leads or contact clients
Adding Clients
Create a New Client Manually
Click New Client
A popup opens with client details sections
Client Information
Basic Details:
Upload a profile picture (optional)
Toggle Sync with QuickBooks (if connected)
Enter name
Add email address
Add phone number
Custom Fields:
Add client-specific information:
Click New Field
Configure the field:
Field name
Field type (short text, rich text, number, date, email)
Mark as required (optional)
Set default value (optional)
Important: New custom fields apply to all clients, including existing ones. Deleted fields only disappear for new clients.
Add Additional Contacts
In the Other Contacts section:
Add contact name, email, phone
Toggle Send Notifications if they should receive updates
Save the contact
Managing Contacts:
Click a contact row to edit details
Click the trash icon to delete
Importing Clients
Import from CSV
Click Import
Select Import from CSV
Download the provided CSV template
Fill in required columns:
Name
Email
Phone
Upload the completed file
All clients from the file are added to Structur.
Import from QuickBooks Online
If QuickBooks is connected:
Click Import
Select Import from QuickBooks
Import Options:
Quick Import
Imports all customers from QuickBooks into Structur
Merge Clients with the Same Name
Combines clients with matching names
Prioritize QuickBooks Information
When enabled: QuickBooks data overwrites Structur data
When disabled: Existing Structur data is kept
Manual Selection
View table of QuickBooks customers
Select specific clients to import
Click Import for selected only
Imported clients display a QuickBooks icon in the list.
Managing Vendors
Accessing Vendor Management
Click your profile picture
Select Settings
Click Vendors in the left sidebar
You'll see your complete vendor registry.
When to Use Vendor Management
Use this feature to:
Maintain a centralized list of subcontractors and suppliers
Track vendor compliance documents (W9, insurance, etc.)
Store vendor profile details like crew size, trades, and ratings
Sync vendors with QuickBooks Online
Add multiple contacts and control notifications
Adding Vendors
Create a New Vendor
Click New Vendor
Multi-step setup wizard opens
Step 1: Company Details
Enter vendor information:
Vendor logo (optional)
Toggle Sync with QuickBooks
Company name
Website
Primary contact name
Email
Phone number
Address
Trades (what work they perform)
Click Next to continue.
Step 2: Vendor Files
Upload and manage compliance documents:
Available File Types:
W9
General Operations Insurance
Liability Insurance
Workers' Compensation
Other
For Each File:
Select the file type
Add expiration date (If applicable)
Upload the document
Important: Structur will alert you when creating subcontracts, expenses, or bills if vendor files are expired.
Click Next to continue.
Step 3: Vendor Profile
Add operational and qualification details:
Basic Profile:
Crew size
Vendor rating
Preferred vendor toggle
Additional Managed Fields:
Actively bidding
New construction / remodel focus
Residential / commercial work
Have subs been used
Job size preference
Materials / labor capability
Preferred payment method
Contractor license number
Custom Vendor Fields:
Add your own fields:
Click New Field
Configure field name, type, required status
Set default value if needed
General Notes:
Add internal notes about the vendor
Not visible to the vendor
Click Next to continue.
Step 4: Other Contacts
Add additional vendor contacts:
Name, email, phone
Toggle Send Notifications for updates
Edit or delete contacts as needed
Step 5: Integrations and Extras
Final section for:
Pricing lists
Primary scope information
Additional vendor-specific data
Click Save to complete vendor setup.
Importing Vendors
Import from CSV
Same process as clients:
Click Import > Import from CSV
Download template
Fill in vendor data
Upload completed file
Import from QuickBooks
Same process as clients:
Click Import > Import from QuickBooks
Choose import method
Review merge options
Complete import
Exporting Data
Export Clients
In Clients page, click Export
Download full client list as CSV
Export Vendors
In Vendors page, click Export
Download full vendor list as CSV
Use Exports For:
Backup of contact data
Analysis in Excel
Migration to other systems
Marketing campaigns
Using Your Database
Quick Actions from Client/Vendor Details
Click any client or vendor row to access:
Contact Actions:
Phone icon – Opens phone app for calls
SMS icon – Opens messaging app
Email icon – Opens email app
Business Actions:
New Lead – Create lead for this client
Edit – Update information
Delete – Remove from database
QuickBooks Sync Indicators
Clients and vendors synced with QuickBooks show a QuickBooks icon, making it easy to identify integrated records.
Best Practices
Client Management
Do:
Use CSV import when migrating large lists
Enable QuickBooks sync for accounting alignment
Add custom fields for client-specific data
Include multiple contacts for flexible communication
Use quick action icons for faster outreach
Don't:
Import without reviewing merge options
Overwrite Structur data unintentionally
Forget that custom fields apply to all clients
Skip notifications for important contacts
Vendor Management
Do:
Upload compliance files early
Set expiration dates on all insurance documents
Use ratings and preferred vendor flags
Keep trades accurate for easier selection
Sync with QuickBooks to reduce mismatches
Don't:
Forget to upload required documents
Miss expiration dates on insurance files
Skip setting trades (makes selection harder)
Leave vendor profiles incomplete
Data Quality Tips
Keep Data Clean
Consistent Formatting:
Use same format for phone numbers
Standardize addresses
Consistent naming conventions
Complete all required fields
Avoid Duplicates:
Search before creating new entries
Merge duplicates when found
Use consistent naming
Train team to check first
Regular Maintenance:
Review and update quarterly
Remove inactive contacts
Update outdated information
Verify QuickBooks sync regularly
Common Questions
Q: Can I have the same person as both a client and vendor?
Yes. Create separate records in each database as the contexts are different.
Q: What happens if I delete a client or vendor?
Historical data (projects, invoices) remains, but you can't create new items for them. Consider marking inactive instead.
Q: How do I handle clients with multiple locations?
Create separate client records for each location or use custom fields to track multiple addresses.
Q: Can vendors see the notes I add about them?
No. General notes and internal ratings are only visible to your team.
Q: What if a vendor's insurance expires?
Structur will alert you when trying to create subcontracts, bills, or expenses for that vendor.
Common Mistakes to Avoid
❌ Don't | ✅ Do |
Import data without cleaning it first | Clean and organize data before importing |
Merge QuickBooks contacts without reviewing | Review merge options carefully |
Overwrite existing good data with imports | Set proper notification preferences |
Skip expiration dates on vendor documents | Upload and track vendor compliance docs |
Give all contacts notification access | Use consistent naming and formatting |
Delete contacts instead of marking inactive | Archive inactive contacts |