Feature
Contacts and companies in Naffes CRM
Naffes CRM keeps a single record for every person and every company, fills it automatically with emails, calls, WhatsApp threads and notes, and keeps the database usable over time with duplicate detection, reviewable enrichment and a data health score.
What a contact database should do for you
A contact list is easy to build and hard to keep useful. Spreadsheets drift, reps keep context in their own phones and inboxes, and before long the same client exists twice, with two owners and two versions of the history. A CRM earns its place when anyone on the team can open a customer and see the whole relationship, and when the data stays clean without a quarterly clean-up project.
Naffes stores two record types: contacts (people) and companies. Both take custom fields, and fields on contacts and companies can be marked unique, so an account number or registration number cannot be entered twice. Companies can have parent and child relationships, drawn as a hierarchy tree on the company page, and circular links are blocked.
The customer record, filled in for you
| Source | How it reaches the record |
|---|---|
| Every synced message, sent or received, is filed on each contact matching its primary or additional address, on each company matching the email or domain, and on their open deals. Threads can also be linked by hand. | |
| Calls | Calls placed from a record are logged on it automatically; manual logs can carry direction, duration, outcome and notes. |
| WhatsApp and SMS | Reps read and answer the thread from the contact or deal page itself, with templates and attachments. |
| Notes | Typing @ mentions a teammate, who is notified. Notes can be pinned, tagged and reacted to. |
| Acquisition data | First- and last-touch channels with dates, plus UTM source, medium, campaign, content and term, recorded from web forms and lead ads. |
On top of the record, an AI insights panel offers two to four actionable points, each marked as an opportunity, a risk, information or an action. They draw on the customer's open and won deals and their value, call and note counts, and the days since anyone last made contact. When the AI returns nothing usable, the panel falls back to rule-based insights and says so. On a contact's full page, a banner warns when an active deal already exists, even one you are not allowed to open, so nobody starts a second deal for the same customer.
Companies with an active subscription also get a customer health score from 0 to 100, built from engagement in the last 30 days (40%), renewal status (30%), open sales (20%) and tenure (10%). It is banded healthy, watch, at risk or critical and recomputed daily.
Getting data in, and out
- Import: upload CSV, XLSX, XLS, XLSM or ODS files for contacts, companies or deals. Columns are mapped by keyword, then AI suggests mappings for the columns still unmapped, using a few sample rows. You review before the import runs.
- From your mailbox: a connected mailbox can create contacts and companies from the people you correspond with, skipping free-mail domains and automated senders. Running Scan history once from Mail Accounts also opens a deal for each new company it finds.
- From messaging: a new WhatsApp, SMS, Messenger or Instagram sender becomes a contact automatically, and a known phone number is matched to its existing record.
- Export: download contacts, companies and deals as CSV, XLSX or XLS whenever you need them outside Naffes.
Data Quality: dedup, enrichment and health (Pro)
Find duplicates
On Contacts, select records and choose Merge duplicates. A background scan matches contacts by email, phone or name, and companies by domain or name.
Merge with control
Open Data Quality, then Dedup. For each suggested pair, pick which value survives for each field and merge. Related records move to the surviving record and the other is soft-deleted.
Review enrichment
AI suggests firmographic details for contacts and companies. Suggestions wait in a review queue until someone applies or rejects them. Auto-enrichment for new contacts can be switched on, and the company form can fill itself from a domain.
Watch the health score
The data health dashboard gives an overall score and lists the gaps: contacts without email, phone or owner, companies without domain or owner, and open deals with no stakeholders, no activity for 30 days or no expected close date.
Separately, on the Contacts and Companies lists you can select up to 50 records and run an AI summary, score or enrichment; results open in a dialog and are not written to the records.
Lists, search and access control
Contacts and companies switch between table and card views, and on phones the tables become cards automatically. Each user can save up to 10 named views per list (view type, filters and sort) and set one as the default; views are stored on the server, so they follow the user to any device. From anywhere in the app, Cmd+K or Ctrl+K finds a contact, company or deal by name.
Access follows roles. The default Member role sees the team's records plus all contacts and companies, and custom roles can limit viewing, editing and deleting to a person's own records, their team's, or everything. Admins can also hide specific fields from specific roles, and the server enforces that on both reads and writes.
Current limits
- Contacts and companies have table and card views only, with no Kanban; the companies map is a bar chart by country, not a geographic map.
- The duplicate scan covers contacts and companies, not deals. A company scan cannot be started from the UI, and merges can be undone only through the API.
- Enrichment is an AI estimate, not verified data from a third-party provider, and it needs a configured AI provider.
- The customer health score applies only to companies with an active subscription, not to prospects.
- Saved list views are private to their owner; team sharing is not available in the app.
- Lifecycle-stage history is stored but not yet shown on any screen.
- The command palette returns at most 8 results and does not search tickets, tasks or emails.
- Data Quality is not included in Free or Starter, and the Free plan holds up to 200 contacts and 100 companies. See pricing.
Questions
Questions 4
Can I move my contacts from spreadsheets or another CRM?
Yes. Export from the old system to CSV or XLSX and upload the file to the import wizard. Naffes maps columns by keyword, AI suggests the rest, and you confirm the mapping before anything is created.
What happens when two records turn out to be the same customer?
The Data Quality dedup scan (Pro plan) suggests matching pairs. You choose which value to keep for each field and merge; related records, such as deals, move to the surviving record and the other copy is soft-deleted.
Will emails show up on the right contact without manual work?
Yes. Once a Gmail, Outlook or IMAP mailbox is connected, each synced message is filed on the contacts whose addresses match, on the matching company by domain, and on their open deals.
Can I stop some staff from seeing sensitive fields?
Yes. Admins hide chosen fields from chosen roles, and the rule is enforced on the server for both reading and editing. Custom roles can also limit record access to a person's own or their team's records.