Contact Types
Personal vs business contacts
DealerSpot supports two contact types: Personal (individuals) and Business (companies). Choose the appropriate type when creating contacts to capture relevant information.
Personal Contacts
Personal contacts represent individual buyers. They have fields for:
- Personal identification (name, DOB, license)
- Home address
- Personal employment and income
- Individual insurance
Most retail customers are personal contacts.
Business Contacts
Business contacts represent companies purchasing vehicles. When you select Business as the contact type, additional fields appear:
Company Information
| Field | Description |
|---|---|
| Company Name | Legal business name |
| EIN | Employer Identification Number |
| Website | Company website |
Authorized Signer
The person authorized to sign on behalf of the business:
| Field | Description |
|---|---|
| Signer Name | Authorized representative's name |
| Signer Title | Their position (Owner, Manager, etc.) |
| Signer Phone | Their phone number |
| Signer Email | Their email address |
Why Track Authorized Signers
For business purchases, you need:
- Verification that the signer can bind the company
- Contact information for the actual decision maker
- Documentation for title and registration
Choosing the Right Type
| Scenario | Contact Type |
|---|---|
| Individual buying for personal use | Personal |
| Individual buying for business (sole proprietor) | Business |
| LLC, Corporation, or Partnership | Business |
| Fleet purchase | Business |
| Dealership trade | Business |
Converting Between Types
You can change a contact's type after creation:
- Open the contact
- Change the Type field
- Fill in any newly required fields
- Save
Data in type-specific fields is preserved if you switch back.
Business Contact Best Practices
When working with business contacts:
- Always verify the authorized signer has purchasing authority
- Collect the EIN for tax documentation
- Use the company name (not the individual's name) on transaction documents
- Store any business documentation (articles of incorporation, authorization letters) in notes or documents