# Firms & Contacts

Keep one company-wide directory of firms and people, and build each project's contact list from it.

The GC's PM changes email addresses once, and suddenly three projects have three different spellings of the same person. The directory fixes the record in one place, and every project reads from it.

## The company directory

**Firms & Contacts** (in the sidebar) is your company-wide directory of the businesses you work with (GCs, EORs, owners, vendors) and the people at them. Search by firm or person, add a firm with its address and details, and add contacts under it. Each firm's pane shows which projects it is on, so "have we worked with this outfit before" has an answer.

Nothing here is deleted out from under history: deactivate a firm or a contact to hide it from pickers while every past record keeps its reference. Reactivate any time.

![The Firms & Contacts directory](https://submittalkit.com/static/images/help/firms-and-contacts-directory.webp)

## The project Contact List

Each project keeps its own Contact List, built from the directory. Assign firms first, then choose the people working on this project:

1. Open the project's **Contact List** page.
2. Assign an existing firm from the directory and give it a project role, or create and assign a new firm in one step.
3. Add people under each firm the same way: pick from the directory or create-and-add.
4. Mark the primary contact where it matters (a Primary PM on the GC, a Primary EOR on the engineer).

A firm's project roles are checkboxes, plus free-text custom roles, so a firm can be both the GC and the party you ship to. **Export PDF** produces a clean contact sheet to hand to anyone who asks for "the contact list."

![A project's Contact List](https://submittalkit.com/static/images/help/firms-and-contacts-project.webp)

## Where these contacts show up

The Contact List is not a phone book on the side; it feeds the paperwork. RFI recipients are picked from the project's firms, with company, attention, and address filled from the record (see [RFI basics](/help/rfi-basics)). The client firm on [project settings](/help/project-settings) comes from the same list.

> People at your own company are a different roster. Teammates who sign in live under [Team & access](/help/team-and-access), and the names printed on submittals under [Personnel & certifications](/help/personnel-and-certifications).

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Submittal Kit · Directory & Team · Updated 2026-08-15
Canonical: https://submittalkit.com/help/firms-and-contacts