Relationship CRM + frontend/app incl. mobile receipt photo (entertainment expenses)

Hey ​@NilsE , this is a very common Airtable pattern and a good fit for the platform. Model it as Contacts → Interactions → Outcomes/Follow-ups with linked tables, rollups for “last interaction” and activity over time, and a simple Receipts table linked to Interactions. For the frontend, Airtable Interfaces is likely enough for 1–2 internal users and works well on mobile for photo uploads; start there before adding Softr/Glide. A custom app or API layer is probably overkill unless reporting or workflows get much more complex.

Hm, you’ve probably already thought of this, a standard form seems like it’d work great for submitting the receipts / expenses on mobile.  Did you face any issues trying that out?

Given that it’s internal only Interfaces would be recommended I think, generally easier to set up/maintain as compared to needing a third party portal

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I’ve built similar things in the past (CRMs, but in this context it seems like they’d be interchangable with Contacts?) and would be happy to get on a free half hour call to brainstorm your setup, and you can schedule a time here!

Hey ​@NilsE  !

This is a perfect use case for Airtable - I've built several similar networking CRM systems with expense tracking. Here's the architecture you need:

Base Structure:

Contacts Table

• Name, Company, Role, Email, Phone
• Relationship Type (field: single select)
• Total Interactions (rollup: count from Interactions)
• Last Interaction Date (rollup: MAX from Interactions)
• Total Entertainment Spend (rollup: SUM from Interactions)

Interactions Table

• Linked to Contacts (many-to-one)
• Date, Location, Type (Meal/Coffee/Event/Call)
• Discussion Topics (long text or linked to Topics table)
• Outcomes/Next Steps (long text)
• Follow-up Date
• Has Receipt? (checkbox)

Receipts Table (separate for tax documentation)

• Linked to Interactions (one-to-one or many-to-one)
• Receipt Photo (attachment field)
• Amount, Currency
• Attendees (linked records to Contacts)
• Purpose/Occasion
• Expense Category (for tax classification)

Optional: Topics Table (for better reporting)

• Topic Name
• Linked to Interactions (many-to-many)

Frontend Recommendation:

For 1-2 internal users, Airtable Interfaces is your best path:

• Dashboard View: Activity metrics, upcoming follow-ups, recent interactions
• Contacts List: Filtered/sorted views with last interaction dates
• Quick Add Interface: Form-style for logging new interactions on mobile
• Receipt Upload: Interface button or form with attachment field for photos

Mobile Receipt Workflow:

1. Native Airtable forms work great for receipt capture - direct photo upload from phone camera
2. Alternative: Interface with file upload element if you need more control
3. Automation to link receipt to interaction and notify for review

Why Not Softr/Stacker/Glide for Your Use Case:

• Adds complexity and monthly cost
• You don't need external access or custom branding
• Native Interfaces + Forms handles everything you need
• Better mobile experience with Airtable's app

Reporting Setup:

• Rollup fields for activity metrics per contact
• Formula fields for "days since last contact"
• Grouped views by relationship type, topic, outcome
• Timeline view for interaction history

Implementation Time: ~4-6 hours for full setup including interfaces, automations, and reporting views.

This is a fairly straightforward build. If you'd like help implementing this: Schedule a quick meeting here!

Flow Digital - Airtable Gold Services Partner — We're happy to help!