Skip to main content
Contacts represent professional relationships outside your client base. Organizing them by type helps you manage different relationship categories and tailor your engagement approach.

​
Common contact types

​
CPAs and accountants

Tax professionals you collaborate with on client matters. Why track them:
  • Coordinate on tax planning
  • Receive and send referrals
  • Collaborate during tax season
Suggested tags: CPA, Accountant, Tax Professional Engagement tips:
  • Touch base before and after tax season
  • Share relevant tax law updates
  • Thank them for referrals promptly

​
Estate attorneys

Legal professionals handling client estate matters. Why track them:
  • Coordinate estate planning
  • Review trusts and legal documents
  • Collaborate on complex situations
Suggested tags: Attorney, Estate Attorney, Legal Engagement tips:
  • Invite to client meetings when appropriate
  • Stay informed on their areas of specialty
  • Build reciprocal referral relationships

​
Insurance agents

Partners for client insurance needs. Why track them:
  • Life insurance placement
  • Long-term care coverage
  • Disability insurance
Suggested tags: Insurance, Life Insurance, P&C Insurance Engagement tips:
  • Understand their product offerings
  • Coordinate on client coverage reviews
  • Ensure proper licensing and credentials

​
Referral sources

People who send you potential clients. Why track them:
  • Acknowledge and thank for referrals
  • Maintain the relationship that generates business
  • Track referral activity over time
Suggested tags: Referral Source, COI (Center of Influence) Engagement tips:
  • Thank them promptly for every referral
  • Keep them updated on referral outcomes (appropriately)
  • Reciprocate when possible

​
Centers of influence

Community leaders and well-connected professionals. Why track them:
  • Build strategic relationships
  • Access their networks
  • Establish credibility through association
Suggested tags: COI, Community Leader, Strategic Engagement tips:
  • Attend their events
  • Offer value without expecting immediate return
  • Build genuine relationships over time

​
Custodian representatives

Your contacts at financial institutions. Why track them:
  • Resolve account issues
  • Stay informed on platform changes
  • Access resources and support
Suggested tags: Custodian, Schwab, Fidelity, etc. Engagement tips:
  • Document their areas of responsibility
  • Note direct contact info for urgent matters
  • Track relationship managers vs. service contacts

​
Other professionals

Additional professionals in your network:
  • Real estate agents — Property transactions
  • Mortgage brokers — Home financing
  • Business attorneys — Corporate matters
  • Bankers — Banking relationships
  • Competitors — Other advisors (for referrals outside your niche)

​
Organize with tags

Use tags to categorize contacts by type:
1

Create type tags

In Settings → Company → Tags, create tags for each contact type.
2

Apply consistently

Tag every contact with their type when creating or editing.
3

Filter by type

Use tag filters to view all contacts of a specific type.

​
Suggested tag structure

Contact Type
├── CPA
├── Attorney
│   ├── Estate Attorney
│   └── Business Attorney
├── Insurance
│   ├── Life Insurance
│   └── P&C Insurance
├── Referral Source
├── Custodian
└── Other Professional

​
Create saved views

Save filtered views for quick access:
1

Filter by type

Add a filter for the contact type tag.
2

Save the view

Click Save view and name it (e.g., “All CPAs”).
3

Access quickly

The saved view appears in your sidebar for quick access.

​
Engagement strategies by type

​
High-touch relationships

For CPAs, attorneys, and key referral sources:
  • Quarterly check-in calls or meetings
  • Annual appreciation (lunch, gift)
  • Invite to client events
  • Share relevant industry updates

​
Maintenance relationships

For custodian reps and occasional contacts:
  • Annual touch base
  • Reach out when needed
  • Stay on their radar without over-communicating

​
Nurture relationships

For new contacts and potential referral sources:
  • Enroll in a nurture sequence
  • Gradual relationship building
  • Provide value before asking for anything

​
Track referrals

Document when contacts send you referrals:
1

Create a note

When you receive a referral, add a note to the contact record.
2

Document details

Include who they referred and the date.
3

Thank them

Create a task to send a thank-you note.
4

Follow up

Update them on the outcome (if appropriate).

​
Best practices

  1. Be consistent — Use the same tags and categories across all contacts
  2. Keep info current — Update employment and contact details regularly
  3. Document everything — Notes about conversations build relationship history
  4. Set reminders — Use recurring tasks for regular check-ins
  5. Segment communications — Tailor outreach to contact type
  6. Track ROI — Monitor which relationships generate the most value

​
Next steps

Creating contacts

Add new contacts

Managing contacts

Work with contact records

Sequences

Automate contact nurturing

Contact overview

Learn about contacts