Manage contacts and companies

Every offer in Flino is linked to a contact and usually to a company. You can maintain both centrally and view their detail pages to see what is attached.

Where to find them

• Contacts in the navigation: list of all contacts, searchable by name, company, email, and tags
• Companies: list of all companies, searchable by name, domain, and website, with the number of their contacts and offers
• Clicking an entry opens its detail page with every linked offer

Contacts

What a contact contains

• First name and last name (required)
• Email (optional, but required to send; without an email the form shows the hint Sending not possible)
• Salutation (Mr., Ms., Neutral / No salutation, or Unknown)
• Company, Phone, and Address
• Salutation style: Automatic (org default), Formal, or Informal
• Preferred language (emails): Not set, German, or English
• Tags and internal Notes

Tip: Setting a salutation is worth it because Flino uses it for the greeting line in emails (e.g. “Guten Tag Frau Müller,”). As soon as a contact has an email address, Flino requires a salutation in the forms (Mr., Ms., or Neutral); without one, it opens the Salutation missing dialog before sending.

Each email address can exist only once per organisation. If you create a second contact with the same address, Flino reports “A contact with this email address already exists.”

Create a contact

• On the Contacts page via New contact
• Several at once via CSV import (see below)
• In the offer form in the Create new contact section with Create contact, including the review dialog of the offer import. If the email already exists, Flino selects the existing contact instead of creating a new one.

Import contacts from CSV

Use CSV import on the Contacts page to upload a CSV file (comma, semicolon, or tab separated). Download template gives you a sample file.

• Required columns: first_name / Vorname and last_name / Nachname
• Optional columns: email / E-Mail, company / Firma, phone / Telefon, and tags

Before importing, Flino shows a preview with valid and invalid rows. Rows without first or last name or with an invalid email are skipped, as are duplicate emails within the file and emails that already exist in Flino. Companies from the company column are created if they don’t exist yet. There is no salutation column; you add the salutation later on the contact or in the Salutation missing dialog before the first send.

Edit and delete a contact

On the detail page, Edit opens the form with every field. Toast “Contact updated”. In the list, the menu of each row offers Edit, View offers, and Delete; Flino asks before deleting (Delete contact?).

The contact detail page shows the Contact data, the company (click to open the company detail page), the contact’s Offers with status, amount, and creation date, and under Activities the latest events of those offers.

Companies

What a company contains

• Company name (required; each name only once per organisation, otherwise “A company with this name already exists”)
• Website, Domain, Address, and internal Notes

Create a company

• On the Companies page via New company
• Inline from the offer form via the plus next to the company picker and Create company
• In the contact form via the company picker
• Automatically during a CSV import of contacts

Company → contacts

The company detail page lists every contact belonging to that company, its offers, and under Recent activities the latest events from those offers. Useful for accounts with multiple stakeholders.

Edit and delete a company

In the list, the menu of each row offers Edit, Open website (if a website is stored), and Delete. Deleting removes the links to contacts and offers; the contacts and offers themselves stay. Deleting cannot be undone.

What Flino does with master data

• During AI extraction (PDF upload), Flino recognises companies and contacts and selects existing entries (company by name, contact by email) instead of creating duplicates.
• During sequence sending and reply composing, the master data is used as the personalisation base, for example name, salutation, and salutation style.
• The acceptance page shows the contact’s company name.

Empty state

If you have no contacts or companies yet, Flino shows hints with create buttons (Create your first contact, Create your first company).

What master data is not

Flino is not a full CRM. There are no lead phases and no account management. The company detail page does show the latest activities of its offers, but cross-customer sales analytics are not part of it. Master data exists to attach offers cleanly.

Common error cases

Problem	Fix
Contact duplicate after PDF import	Flino only recognises existing contacts by email address. If the email in the PDF differs or is missing, pick the existing contact in the review dialog
”Invalid email address”	Check the email format ([email protected])
“A contact with this email address already exists.”	Open the existing contact via search and edit it there
Hint “Sending not possible”	Contact has no email. Add one via Edit on the detail page