Back to Help Center

Account Setup & Team Management

Configure your organization, add team members, and set permissions

4 min read

Initial Account Setup

When you first sign up, you'll be prompted to complete your organization profile:

Step 1: Company Information

  • Company Name: Legal business name (appears on proposals)
  • Phone Number: Main business line (shown to customers)
  • Email: Company email (for customer communication)
  • Address: Physical business address (optional but recommended)
  • Website: Your company website URL (if applicable)

Step 2: Branding

  • Logo Upload: PNG or JPG, max 500KB, square aspect ratio recommended
  • Brand Color: Primary color for proposals (hex code or color picker)
  • Tagline: Optional slogan or mission statement

Your branding appears on all customer proposals and quotes.

Step 3: Default Settings

  • Labor Rate: Your hourly labor rate (default: $50/hr)
  • Markup Percentage: Default profit margin (typical: 25-30%)
  • Waste Factor: Material waste percentage (default: 5-10%)
  • Payment Terms: Deposit amount and payment schedule

These are defaults — you can override them on individual estimates.

Adding Team Members

Pro and Business plans support multiple users. Add office staff, project managers, or field crew:

How to Invite Team Members

  1. Dashboard → Settings → Team
  2. Click "Invite Team Member"
  3. Enter their email address
  4. Select role (Admin, Estimator, or Viewer)
  5. Click "Send Invitation"
  6. They receive an email with signup link
  7. Once they create their account, they have access

💡 Tip: Each team member gets their own login. No shared passwords. You can see who created/edited each estimate.

User Limits by Plan

  • Starter: 1 user (account owner only)
  • Pro: Up to 3 users included
  • Business: Up to 10 users included
  • Enterprise: Contact sales for teams above 10 users

User Roles & Permissions

Admin

Full access to everything

  • ✓ Create/edit/delete estimates
  • ✓ Manage customers
  • ✓ Update material prices
  • ✓ Invite team members
  • ✓ Change billing settings
  • ✓ Access all reports
  • ✓ Export data

Estimator

Create and manage estimates

  • ✓ Create/edit/delete estimates
  • ✓ Manage customers
  • ✓ View material prices
  • ✓ Generate proposals
  • ✗ Update prices
  • ✗ Manage team
  • ✗ Change billing

Viewer

Read-only access

  • ✓ View estimates
  • ✓ View customers
  • ✓ Download proposals
  • ✗ Create/edit estimates
  • ✗ Update prices
  • ✗ Manage team
  • ✗ Change settings

Common Setup: Owner = Admin, Office Manager = Estimator, Field Crew = Viewer (can check estimates on job site).

Managing Your Team

Changing a User's Role

Settings → Team → Click user → Edit Role → Select new role → Save

Changes take effect immediately. User will see different menus/options on next page load.

Removing a Team Member

Settings → Team → Click user → Remove from Organization → Confirm

What happens:

  • User loses access immediately
  • They receive an email notification
  • Estimates they created remain (not deleted)
  • You can re-invite them later if needed

Viewing Team Activity

Settings → Team → Activity Log shows:

  • Who created which estimates
  • Who updated material prices
  • Login history (last login time)
  • Actions taken (create, edit, delete)

Organization Settings

Company Profile

Settings → Company Profile

  • Update company name, address, contact info
  • Upload/change logo
  • Modify brand colors
  • Edit warranty terms
  • Customize payment terms and deposit policy

Calculation Defaults

Settings → Calculation Settings

  • Default labor rate ($/hour)
  • Default markup percentage
  • Waste factor (material overhead)
  • Post spacing (8' standard, 6' for high-wind)
  • Concrete mix ratio per post
  • Installation rates (LF per day by fence type)

Notifications

Settings → Notifications

  • Email alerts for new customer inquiries
  • Material price change notifications (>10%)
  • Team member activity summaries (daily/weekly)
  • Billing and payment reminders
  • Product updates and feature announcements

Transferring Organization Ownership

If you need to transfer the organization to another team member:

  1. Settings → Team → Current Owner (you)
  2. Click "Transfer Ownership"
  3. Select new owner from team members
  4. Confirm transfer (you'll become an Admin instead of Owner)
  5. New owner receives email with next steps

Note: Only the owner can manage billing and cancel subscription. Transfer ownership before leaving the company.

Best Practices

1. Limit Admin Access

Only give Admin role to trusted partners/managers. Most team members work fine as Estimators. This prevents accidental changes to billing, pricing, or team settings.

2. Use Individual Logins

Never share login credentials. Each person should have their own account. This improves security and lets you track who did what.

3. Onboard New Users

When adding a team member, walk them through creating their first estimate. Show them where to find materials, how to save, and how to generate proposals. 15 minutes of training prevents hours of support requests.

4. Regular Branding Review

Review your company profile quarterly. Update phone numbers, addresses, logo if rebranded. Outdated contact info on proposals looks unprofessional.

Next Steps

Creating Your First Estimate →

Ready to start estimating

Material Price Management →

Configure your material costs

Questions about account setup?

Our support team can help with team management, permissions, or organization configuration.

Contact Support