Common tasks, step by step
Create and send a quote
- Start a new quote – From the Quotes list, click “New Quote”.
- Select customer and contact – Choose an existing customer from the dropdown. If you haven’t added a contact yet, you can add one from the Customer detail page.
- Add line items – In the “Items” section, click “Add Item” and choose from Products, Services, or Charges. Search by name, adjust quantity, and override unit price if needed (manual pricing).
- Set terms and notes – Fill in internal notes (visible only to your team) and customer‑facing terms (displayed on the quote).
- Save as draft – Click “Save as Draft” to keep working later, or “Save & Close” to finish editing.
- Send the quote – Open the quote and click either “Send to Customer” (rich email with view link) or “Send as PDF” (email with PDF download link). If you want the customer to verify their email with a code, enable “Require verification” before sending.
- Track delivery – The “Send History” section shows when the email was sent, whether it was delivered, and any failures.
Convert quote → contract
- Accept the quote – The quote must be in Accepted status. (Customers can accept via the customer view, or you can manually change the status.)
- Click “Create Contract” – Found in the quick actions panel on the right.
- Fill contract details – Choose a contract type (e.g., Work Order, Supply & Install), assign an internal owner, set start and target dates, and decide whether it’s recurring or one‑off.
- Notify the customer (optional) – If you toggle “Notify customer”, you can write a custom message. This will send an update email from the contract.
- Save – The contract is created with a snapshot of all line items, totals, and customer information. You can later send additional updates from the contract page.
Convert contract → invoice
- Navigate to the contract – Open the contract you want to invoice.
- Click “Create Invoice” – In the quick actions panel.
- Set invoice dates and status – Issue date defaults to today; due date can be set manually. You can save as Draft or mark as Invoiced immediately.
- Review line items – All products, services, and charges are snapshotted from the contract. For recurring contracts, you can create multiple invoices over time.
- Save and send – After saving, you can email the invoice as a PDF from the invoice detail page. (Only signed download links are included, never attachments.)
Track billed vs collected
Use the dashboard (available from the top navigation) to monitor key metrics. You can filter by date range (7, 30, 90, 365 days, or custom) and scope (your own data or company‑wide if you’re an admin).
- Billed – Sum of invoice totals within the selected period.
- Collected – Total payments received (amount paid on invoices).
- Outstanding – Balance due across all unpaid invoices.
- Quotes – Number of quotes created.
- Charts – Visualise Billed vs Collected, Top Customers by Revenue, Quotes vs Invoices, and A/R Aging.
Manage users and seats
- Go to Account → Users (only owners and admins can access).
- Add a user – Click “Invite User”, enter their email, name, and choose whether they should be an admin.
- Seat limits – The All‑Access plan includes 2 seats. If you need more, you must first increase your seat count in Billing. When you add a user beyond your current seat limit, you’ll be prompted to upgrade.
- Remove a user – Find the user and click “Delete”. This frees up a seat for the next billing cycle.
Manage customers, vendors, products & services
- Customers – From the main menu, go to Customers. Add company details and contacts. Each customer can have multiple contacts (e.g., billing, project manager).
- Vendors – Similar to customers, but for suppliers. Vendor‑specific products can be linked.
- Products – Two types: Internal Inventory (items you stock) and Vendor Products (items you source). For each, you can set unit cost, markup %, and selling price. Products can be marked obsolete or archived when no longer used.
- Services – Define reusable services with a base rate and a minimum quantity (e.g., consulting hours, design services).
- Charges – Create taxes, fees, surcharges, and discounts. They can be fixed amounts or percentages. Charges are applied at the quote/contract level and automatically calculated.
Trial limits & restrictions
The 14‑day free trial includes:
- 1 user (owner only)
- 15 quotes total
- 20 transactional emails (quote/invoice sends, customer updates)
- 30 PDF generations (downloads or email PDFs)
- 2 manual contract creations (contracts not from a quote)
Hard stop: When any limit is reached, the action is blocked with a 402/403 response. After 14 days, the account enters a 30‑day read‑only grace period, then is permanently deleted.
✅ Upgrade to All‑Access to remove all usage caps and get 2 included seats.
Subscription & billing
All‑Access – Monthly (multi‑currency)
- Base monthly fee includes 2 users.
- Additional users are billed per‑seat.
Rules:
- Monthly billing only – no annual plans.
- No discounts or promo codes.
- Cancel anytime – access continues until end of billing cycle.
- No refunds under any circumstances.
- Billing is handled by Stripe; taxes may apply based on your location.
Seat management
All‑Access includes 2 seats. To add more:
- Go to Account → Billing.
- Click “Update subscription” and increase the seat count.
- The extra cost is prorated for the current month.
Removing seats: You must first deactivate or remove users so that the number of active users does not exceed the new seat count.
Only the owner can manage seats. Admins can manage users but cannot change billing.
Grace period & deletion lifecycle
Trial accounts: After 14‑day trial → 30‑day read‑only grace → permanent deletion at end of grace.
Paid accounts (after cancellation): Remain active until end of billing cycle → 60‑day read‑only grace → permanent deletion.
Read‑only means:
- Users can sign in and view data.
- No creates, edits, sends, PDF generation, or email sending.
- No new users can be added.
Manual deletion: Owners can delete their workspace immediately from the Danger page (paid accounts must cancel first).
Read‑only mode
When an account is in grace (trial expired or subscription cancelled), it becomes read‑only:
- ✅ View quotes, contracts, invoices, customers, etc.
- ❌ Create, edit, or delete any records.
- ❌ Send emails or generate PDFs.
- ❌ Upload or remove attachments.
- ❌ Add new users.
This ensures data remains accessible for export while preventing further activity.
Document upload rules
Allowed file types: pdf, doc, docx, txt, rtf, xls, xlsx, csv, jpg, jpeg, webp, dwg, dxf.
Per‑entity limits:
- Trial: 1 file, max 5 MB.
- Paid: Up to 5 files, 5 MB per file, 20 MB total per entity.
Locking conditions:
- Quotes: Uploads/removals allowed only in Draft status.
Attachments are locked because this quote is no longer in Draft.
- Contracts: Allowed only in Draft or Active status.
Attachments are locked for this contract status.
- Product/Service documents: Files cannot be replaced, only metadata (revision, description) can be edited.
When limits are reached, upload controls are disabled and an inline message is shown.
Rate limiting
Trial accounts: Hard stops when limits are reached (HTTP 402/403). No queuing, no retries.
Paid accounts: Soft throttles (HTTP 429) with message “Please try again shortly.” Backed by Redis/Valkey.
Limits are applied per:
- Organization
- User
- Recipient email address
- Document (PDF regeneration guard)
Rate limiting protects infrastructure, not for monetization. No visible usage meters or alerts.
Email & PDF generation constraints
- Transactional only: Quotes, contracts, invoices, PDFs. No marketing emails.
- Email delivery: ZeptoMail (Zoho). All customer emails are sent from
[email protected] with Reply‑To set to the sender.
- PDFs: Generated synchronously and cached after first generation to avoid repeated rendering.
- Attachments: Never included in emails – only signed, expiring download links.
Troubleshooting
- PDF not arriving? Ask the recipient to check spam/quarantine and confirm the email address is correct.
- Access code issues? Verify the code was shared accurately and hasn’t expired (codes expire with the quote).
- Billing questions? Include your company name and the invoice/receipt identifier in your message.
- Can’t add a user? Ensure you have available seats (or increase seats in Billing) and that the user’s email isn’t already registered.
- Upload failing? Check file type, size, and that the quote/contract status allows uploads.
- Quote won’t send? Make sure the quote has at least one line item, a contact with email, and that you haven’t exceeded trial limits.
Still having issues? Use the form below to let us know, and we’ll be happy to help.
