Managing companies

Companies are the organizations in your CRM: clients, prospects, suppliers, partners, competitors and investors. A company page gathers everything you have in flight with it: contacts, deals, quotes, contracts, invoices and the activity timeline.

You find companies under Brain > Companies. All lists every company; Prospects, Clients, Suppliers, Partners, Competitors and Investors show only the companies with that relationship tag. A company can hold several tags at once.

Read and filter the companies list

Column	What it shows
Company	The company or brand name.
Domain	The company's main web domain.
Industry	The industry from your industry list.
Tags	The relationship tags, such as Prospect, Client or Partner.
Owner	The team member responsible for the company.
Contacts	How many contacts are linked to it.

Search by name, brand, web domain or the email address of one of the company's contacts. Click Filters to narrow by Owner, Relationship type and Industry. Export downloads the rows on the current page as a CSV file.

To act on several companies, select them and use Assign owner or Add relationship in the selection bar.

Add a company

Steps

In Nucleo, go to Brain > Companies.
Click Add company.
Enter at least a Name, a Website or a VAT number.
Optional: click AI enrich. Brain researches the company online and fills the fields of the form, and validates the VAT number against the European VIES registry.
Check the values and complete the rest: Brand name, Phone, Industry, Business owner, Size, the address fields and, under Additional info, Client status and About.
Click Create.

Tip

Enter the website or the VAT number rather than only the name: AI enrich finds the right company much more reliably.

Enrich an existing company with AI

Steps

In Nucleo, go to Brain > Companies, and then click the company.
At the top of the page, click the AI enrich icon.

Brain researches the company online, checks the VAT number against VIES, and applies what it finds straight away. A message lists the fields it updated, and adds VIES valid when the VAT number was confirmed.

Caution

From the company page, AI enrich writes directly to the record and can replace existing values: name, brand name, VAT number, website, domain, industry and address. When VIES confirms the VAT number, the legal name and registered address from the registry win. To review values before saving, use AI enrich inside the edit form instead.

Read the company page

Card	What it shows
Company info	VAT number, domain, phone, industry, owner and address.
Additional info	When available: revenue, e-commerce revenue and platform, products, client status, the software the company uses, and contract dates.
Domains	Every web domain of the company, one marked as primary.
Relationships	Links to other companies: group, brand, country branch, distributor and more.
Partner	Only for companies tagged Partner. See Partners and commissions.
Drive folder	The Google Drive folder linked to the company.
Contacts, Deals, Quotes, Contracts	Everything in flight with the company, newest first. Each card has a button to link a contact or create a deal, quote or contract already tied to the company.
Finance	Invoices, pro formas, credit notes and expenses with the company. Only visible to people who can see Finance. See Finance documents.
Activity	Notes, calls, meetings and emails logged on the company.

The buttons at the top of the page let you open Atomo on the company, open its website, run AI enrich, edit, merge or delete it.

Edit relationship tags

Steps

In Nucleo, go to Brain > Companies, and then click the company.
Click the pencil icon next to the tags under the company name.
In Relationship tags, check or uncheck the tags.
Click Save.

Note

Prospect, Client and Inactive client are managed automatically from deals and contracts. You can still set them by hand, but the next deal or contract, or the nightly check, may change them again. See Client status and relationships.

Manage a company's domains

A company can have several web domains, for example one per brand or country. Domains help Brain recognize the company from an email address, and the domains of a deal are added to its company automatically.

Steps

In Nucleo, go to Brain > Companies, and then click the company.
In the Domains card, type the domain in the new domain field at the bottom, such as example.com, and then click the add button next to it.
To change the primary domain or remove one, click the … menu next to it, and then click Set as primary or Delete.

Link companies to each other

Model groups, brands, branches and commercial ties between the organizations in your CRM.

Steps

In Nucleo, go to Brain > Companies, and then click the company.
In the Relationships card, click Add.
Search for the other company and select it.
In Relationship type, choose one of: Group, Brand, Client, Supplier, Commercial, Licensor, Licensee, Distributor, Distributed by, Country branch, Competitor or Acquired.
Optional: add Notes (optional).
Click Add.

To remove a link, click the remove icon next to it.

Link contacts to a company

Steps

In Nucleo, go to Brain > Companies, and then click the company.
In the Contacts card, click Add.
In Contact, search for the person and select them.
Optional: in Role (optional), choose Decision maker, Technical, Administrative, Marketing, Referrer or Collaborator.
Click Add.

Link a Google Drive folder

Link the company's folder in Google Drive, so everyone opens it from the company page in one click.

Steps

In Nucleo, go to Brain > Companies, and then click the company.
In the Drive folder card, click Link folder.
Enter the Folder ID, the last part of the folder's address in Google Drive.
Optional: enter a Folder name and a Path, such as Clients/Acme.
Click Save.

The card then shows Open, Change and Remove. To map many folders at once, see Google Drive.

Merge or delete a company

When two records are the same organization, open the one you want to keep, click the Merge icon at the top of the page, search for the other company, and then click Merge. The other company is archived and its contacts, deals and history are linked to the one you keep.

To delete a company, click the trash icon at the top of its page and confirm. The company is archived and hidden from lists.

You can also ask Atomo to merge two companies. It first shows you what moves to the one you keep: contacts, deals and their documents, contracts, quotes, projects, emails, calls and notes. The other company's domains and name become other names of the one you keep, so searching for the old name still finds it.

Tip

To review all likely duplicates at once, use Data quality.

Duplicates from emails and invitations

When an email or a booking brings in someone new, Brain first looks for them, so the same company or person doesn't end up twice:

A company is found by its domain, its website or its name, without legal forms such as S.r.l., GmbH or Group, and by its other names. An email from someone at acme.com goes to Acme Group, even if no one from there has written before.
A person is found by their email address, their other addresses, or their name in the same company, in any order: "Rossi, Mario (Acme)" is Mario Rossi. A new address then becomes one of their other addresses.
When the same name turns up with nothing else to prove it's the same person, such as a personal Gmail address, Brain creates the contact and suggests a Possible duplicate in your Home. Open it to compare them and merge them if they're the same person.

Considerations for companies

Hover a row in the list and click the pencil icon to edit a company without leaving the list.
Company figures, such as new companies by month and the split by industry, are in Reports under Companies.
The industry list is managed in Brain settings.

Managing companies

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