Overview
Every construction project starts with relationships, the client who hired you and the vendors and subcontractors you rely on to get the work done. Structur gives you a centralized registry for both, so your contacts are always organized, accessible, and connected to the projects and financial records that involve them.
The Clients section is your customer database. It stores contact details, supports multiple contacts per client, syncs with QuickBooks Online, and lets you add custom fields for any business-specific information you need to track. From a client's record, you can launch a new lead, call, text, or email directly.
The Vendors section is your subcontractor and supplier database. Beyond basic contact details, it stores compliance documents, W9s, insurance certificates, workers' comp, with expiration tracking that automatically alerts you when a vendor's documents are out of date before you create a subcontract, expense, or bill. Vendor profiles can also track trades, crew size, ratings, preferred vendor status, and more.
Both registries support CSV and QuickBooks import, export, custom fields, and multiple contacts per record.
Understanding Clients and Vendors
What It Does
Structur's contact management features allow you to:
Maintain a centralized client registry - searchable, exportable, and connected to leads, estimates, proposals, and projects
Maintain a centralized vendor registry - with compliance document tracking, trade information, ratings, and preferred vendor flags
Import clients and vendors from CSV or directly from QuickBooks Online
Export the full client or vendor list to CSV at any time
Sync with QuickBooks Online - with merge options and priority settings to control how data flows between systems
Add custom fields to clients or vendors to capture business-specific information beyond the standard fields
Add multiple contacts per client or vendor, with individual notification settings
Track vendor compliance documents (W9, general ops, liability insurance, workers' comp) with expiration dates, Structur alerts you when documents are expired before you create a subcontract, expense, or bill
Take quick actions from client records, create a lead, call, text, or email directly
Use clients across leads, estimates, proposals, and projects; use vendors across subcontracts, expenses, and bills
When to Use It
Contact management is most valuable when you need to:
Set up your client and vendor database when first configuring Structur
Migrate an existing client or vendor list from a spreadsheet or another system using CSV import
Import contacts from QuickBooks to keep both systems aligned
Add a new client when a lead comes in, so they're ready to attach to estimates and proposals
Add a new subcontractor or supplier before creating a subcontract or bill
Upload or update compliance documents for a vendor before starting work
Check vendor insurance expiration status before committing to a subcontract
Step-by-Step Instructions
1. Open Client or Vendor Management
For Clients:
Click your profile picture in the bottom-left corner
Select Settings
Click Clients in the left sidebar
For Vendors:
Click your profile picture in the bottom-left corner
Select Settings
Click Vendors in the left sidebar
Both pages show a searchable registry table and share the same import, export, and sync capabilities.
2. Search and Review Contacts
Use the search bar at the top of either page to find contacts by name. If a client or vendor is connected to QuickBooks Online, a QuickBooks icon appears next to their name in the list.
3. Import Clients or Vendors
Import from CSV:
Click Import
Select Import from CSV
Download the provided CSV template
Fill in the required columns: Name, Email, Phone
Upload the completed file, all records are added immediately
Import from QuickBooks Online (if connected):
Click Import
Select Import from QuickBooks
Choose your import method:
Quick Import - imports all customers or vendors from QuickBooks at once
Manual Selection - view the full QuickBooks list, select specific records, then click Import
Configure import options before confirming:
Merge contacts with the same name - when enabled, records with matching names are merged rather than creating duplicates. When disabled, separate entries are created even for matching names.
Prioritize QuickBooks information - only available when merge is enabled. When enabled, QuickBooks data overwrites existing Structur data. When disabled, existing Structur data is kept and QuickBooks data does not overwrite it.
Important: Review your merge and priority settings carefully before importing. Choosing the wrong priority direction can overwrite data you want to keep.
Imported records display a QuickBooks icon in the list to show they are linked.
Note on vendors without email addresses: Email addresses are not required for QuickBooks vendor sync to work. Vendors can be imported and synced regardless of whether they have an email address on file.
4. Export Clients or Vendors
Click Export at the top of the Clients or Vendors page
The full list downloads as a CSV file
Use this for backups, sharing with team members, or referencing your contact list outside Structur.
5. Create a New Client
Click New Client
Fill in the Client Details section:
Upload a profile picture (optional)
Toggle Sync with QuickBooks if you want this client linked to QuickBooks Online
Enter Name, Email, and Phone number
Add custom fields if needed (see Step 7)
Add additional contacts in the Other Contacts section if there are multiple people at this client (see Step 8)
Save
Quick actions from a client record:
Once a client is saved, you can act directly from their record:
New Lead - create a lead linked to this client
Phone icon - open your phone app
SMS icon - open your messaging app
Email icon - open your email app
Edit - update client information
Delete - remove the client
6. Create a New Vendor
Click New Vendor
Fill in Company Details:
Upload a vendor logo (optional)
Toggle Sync with QuickBooks if applicable
Enter Company Name, Website, Primary Contact Name, Email, Phone Number, Address, and Trades
Click Next
Fill in the Vendor Profile:
Crew Size
Vendor Rating
Preferred Vendor toggle
Managed fields: Actively Bidding, New Construction / Remodel, Residential / Commercial, Have Subs Been Used, Job Size, Materials / Labor, Preferred Payment Method, Contractor License
General Notes for internal reference
Click Next
Add additional contacts in the Other Contacts section (see Step 8)
Fill in Integrations and Extras: Pricing list and Primary Scope
Save
7. Add Custom Fields
Both clients and vendors support custom fields for any business-specific information your standard setup doesn't cover.
In the client or vendor form, click New Field
Configure the field:
Field Name
Field Type: Short text, Rich text, Long text, Number, Date, or Email
Required Field (optional)
Default Value (optional)
Important behavior: New custom fields are added to all existing records of that type, not just new ones. If you delete a custom field, it is removed only for new records going forward, not from existing ones.
8. Add Additional Contacts
Both clients and vendors support multiple contacts per record, useful when you work with several people at the same company.
In the Other Contacts section of the client or vendor form:
Add Name, Email, and Phone number
Toggle Send Notifications if this contact should receive updates
Click a contact row to edit it
Click the trash icon to delete a contact
9. Connect Vendors to QuickBooks
If you need to link existing Structur vendors to their QuickBooks counterparts:
Connect your QuickBooks account via Settings → Integrations → Connect QuickBooks
Go to Settings → Vendors
Click Import from QuickBooks
Use the merge and priority settings to control how matching records are handled
Import vendors linked to QuickBooks will show the QuickBooks icon in the vendor list
You don't need to manually match vendors one by one. The import and merge process handles the connection automatically.
Best Practices
Upload vendor compliance documents with expiration dates as soon as you add a vendor - Don't wait until you're creating a subcontract to discover a vendor's insurance is expired. Upload documents upfront so alerts fire at the right time.
Always review merge and priority settings before importing from QuickBooks - Importing with the wrong priority direction can overwrite data in one system with outdated data from the other. Decide which system is your source of truth before running any import.
Use CSV import for large contact migrations - If you're moving from a spreadsheet or another system, CSV import is far faster than manual entry. Download the template, fill it in, and import in one step.
Add trades to every vendor record - Trades make it significantly easier to find the right vendor when building out a subcontract or bid package. An incomplete trades field is a missed organizational opportunity.
Set preferred vendor flags for your most reliable subs - Use the Preferred Vendor toggle to mark your go-to subcontractors. It helps your team make faster, more consistent buyout decisions.
Add multiple contacts per client for complex relationships - On commercial projects especially, you may deal with a project owner, a PM, and a finance contact at the same client company. Add all of them so anyone on your team can reach the right person quickly.
Export your client and vendor lists regularly - Keep backup copies outside Structur for documentation and onboarding purposes.
Common Questions
Q: Do I need to manually match my Structur vendors to QuickBooks vendors one by one?
A: No. Use the Import from QuickBooks option in Settings → Vendors. With the merge-by-name option enabled, Structur automatically matches and links vendors with the same name. You don't need to do it manually.
Q: Can I import a vendor from QuickBooks if they don't have an email address?
A: Yes. Email addresses are not required for QuickBooks vendor sync. Vendors can be imported and linked to QuickBooks regardless of whether an email address is on file.
Q: What happens when a vendor's compliance document expires?
A: Structur will show an alert whenever you try to create a subcontract, expense, or bill for that vendor. The alert flags the expired document so you can address it before proceeding. This only works if you uploaded the document with an expiration date, documents without expiration dates won't trigger alerts.
Q: If I add a custom field to clients, does it apply to all existing clients or just new ones?
A: It applies to all clients, existing and new. When you create a custom field, it is added across your entire client registry. Keep this in mind before adding fields, especially required ones that existing records won't have populated.
Q: Can I have multiple contacts per client or vendor?
A: Yes. Both clients and vendors support multiple contacts through the Other Contacts section. Each additional contact can have their own name, email, phone number, and notification settings.
Q: Where do clients appear once they're set up in Structur?
A: Clients are available when creating leads, estimates, proposals, and projects. They're the link between your contact database and your project workflow.
Q: Where do vendors appear once they're set up?
A: Vendors are available when creating subcontracts, expenses, and bills. Any vendor with expired compliance documents will trigger a warning at those touchpoints.
Common Mistakes to Avoid
❌ Don't | ✅ Do |
Import from QuickBooks without reviewing merge and priority settings | Set merge and priority options carefully before any QB import to control which system's data wins |
Add vendor compliance documents without expiration dates | Always set expiration dates on insurance and legal documents so Structur can alert you when they lapse |
Leave vendor trades fields empty | Fill in trades for every vendor so your team can find the right sub quickly when needed |
Create vendor or client records one by one when migrating a large list | Use CSV import to add large contact lists in a single step |
Assume custom fields only apply to new records | Remember that new custom fields are added to all existing records, plan fields before adding them |
Skip adding multiple contacts for clients with complex relationships | Add all relevant contacts per client so your team can always reach the right person |