Team and settings¶

Business details¶

Setup opens on Business details: who your business is, as your clients and suppliers will see it. Everyone in the business can read it. Only estimators can change it.

Each box saves when you leave it. If a value isn't allowed, the box is outlined in red with a message, and the old value comes back. Leave a box empty if it doesn't apply.

These details appear on every client quote, and your phone, email, website and address sign off the plant lists emailed to nurseries.

Name¶

• Trading name: the name you trade under. It's shown at the top of the sidebar and on client quotes, and can't be empty.
• Registered company name: your name at Companies House, if it differs, for example Beesleys Landscapes Ltd.

Logo¶

Select Upload logo and choose an image. It must be a PNG or JPEG file under 1 MB, so it can go in the PDF of a quote. A wide logo on a white or clear background prints best.

Once there's a logo, select Replace logo to upload a different one, or Remove and confirm to take it away.

Address, contact and registration¶

• Address: Address line 1, Address line 2, Town, County and Postcode. Postcodes are saved in capitals.
• Contact: Phone, Email and Website. The email must look like an email address, for example hello@example.co.uk.
• Registration: your Company number from Companies House, and your VAT number. Leave the VAT number empty if you aren't VAT registered. With a VAT number, client quotes add VAT at 20%; without one, they don't add VAT.

Quotes¶

• Quote reference prefix: the letters at the start of every quote reference. The example underneath shows what a reference looks like. A new prefix applies to new quotes only. Existing quotes keep their reference.
• Quotes valid for (days): how long a quote's prices stand, from 1 to 365 days. It starts at 30.
• Payment terms: how and when you want to be paid, for example 25% deposit to book, balance within 14 days of completion.
• Terms and conditions: the terms for the end of every quote. Press Enter for a new line or paragraph. It saves when you click away from the box.

The team¶

Team lists everyone in your business, with their role. Everyone can see this page, but only estimators can change it.

Someone who has been invited but hasn't signed in yet is marked "invited — not signed in yet".

Inviting someone¶

1. Go to Setup > Team.
2. Under Invite someone, enter their Email.
3. Choose their Role. It starts as Quoting user. The form explains each role:
4. Estimator (admin): full access to the rate card, items, factors, quotes and team.
5. Quoting user: builds quotes from the rate card, but can't change rates, items or factors. Sees sell prices only, unless you allow costs in Factors & settings.
6. Reviewer: reads quotes and workings to check them before they go out.
7. Select Invite.

What happens next depends on the person:

If you see "They're already in this business", they're already on the team.

If the page says inviting needs something to be configured, the app hasn't been fully set up yet. Contact your platform admin.

The copyable link¶

Until the app is set up to send email to anyone, invites may come back as a link for you to send. The link works just like the email: it takes them to a page where they select Continue, then enter their name and set a password. The Continue step is there so the preview a phone or chat app shows of the link doesn't use it up. Treat it like a password, and send it only to the person it's for.

Sending a new link¶

Invite links expire after a while. If someone hasn't signed in yet and their link no longer works:

1. Find them on the Team page. They're marked "invited — not signed in yet".
2. Select Get link.
3. Select Copy and send them the new link.

Once someone has signed in, Get link no longer appears. If they forget their password, they can use Forgotten your password? on the sign-in page.

Changing someone's role¶

Choose a new role from the list next to their name. It changes straight away.

Removing someone¶

1. Select Remove next to their name.
2. Confirm.

They can no longer see anything in your business. Their account still exists, so you can invite them again later, and any other businesses they belong to are unaffected. Their past changes still show in the audit log.

Every business needs an estimator¶

A business must always have at least one estimator. You can't remove the last estimator or change their role. If you try, you see "A business needs at least one estimator". Make someone else an estimator first.

This applies to you too: if you're the only estimator, you can't remove yourself.

Factors & settings¶

Factors & settings holds the figures and options that pricing depends on. Estimators can change them. Reviewers, and quoting users allowed to see costs, can read them.

Each figure saves when you leave the box. If a value isn't allowed, the box is outlined in red with a message, and the old value comes back.

Most of these settings apply to new quotes. Each quote version keeps the figures it was priced with. See How settings reach quotes.

Labour rates aren't here. They're under Library > Labour: see Rate card.

Who sees costs¶

Estimators and reviewers always see costs, margins and the workings behind a quote. Quoting users see sell prices only, unless you tick Quoting users can see costs and margins.

With it ticked, quoting users can also:

• see the Rate card (read only) instead of the Price list
• read Items, Plant, Labour and Factors & settings
• see costs, margins and the Workings on quotes
• change a quote's markup, prelims, main-contractor discount and defects allowance
• price custom lines at cost.

The change takes effect straight away for everyone.

Materials¶

Materials lists what spoil can be, such as soil, stone and rubble, with their Bulking % and Density t/m³. To add one, fill in New material, Bulking % and Density, and select Add. To remove one, select Remove, then Remove (material) when the app asks. A material a rate's spoil uses can't be removed.

Under the table, a worked example checks your figures: 10 m³ dug, bulked and weighed.

The grab lorry and skips, with their price and load size, are in the plant library. A quote's muck-away line uses them.

Before the plant library, a business had one grab lorry price and load size of its own. These are kept, but can't be changed in the app. A quote uses them only for a muck-away line made before muck-away was worked out from spoil, or when the plant library has no machine priced by the load with a price and a load size. The muck-away line then shows "Grab lorry".

Pricing & on-costs¶

These are the standard on-costs each new quote starts with.

• Markup %: added to cost to give the sell price. The margin it gives is shown underneath. For example, 30% markup is a 23.1% margin.
• Prelims % on every line: an allowance for site set-up and running costs, added to each line in a section with prelims turned on.
• Planting defects allowance %: added to planting lines to cover replacing plants that fail.
• Main-contractor discount %: a discount allowed for when you work for a main contractor. It's added to your prices so you still get your full price after the discount. Leave it at 0 if you work directly for clients.

Labour & materials¶

• Working day (hours): the length of a working day. The app uses it to turn labour entered per day into hours, and to convert labour rates between per man-day and per man-hour.
• Default material wastage %: the wastage new item and fixed-price components start with when you build a rate.

Default quote sections¶

The sections every new quote starts with.

• Change a section's name in its box.
• Tick or untick adds prelims % to choose whether lines in that section get prelims.
• Use the up arrow to move a section up.
• Select Remove to stop it appearing on new quotes. Existing quotes keep it.
• Select + Add section, enter its name and select Add section.

Under each section are the rates every new quote starts with in it, with their quantities. To add or change one, open the rate on the rate card: see Rates on every new quote. Removing a section also takes its rates off new quotes.

How settings reach quotes¶

Client data¶

When a client asks for the data you hold on them, or asks you to erase it, use Setup > Client data. Only estimators see this tab.

The app has no separate list of clients: a client's details are on their quotes. Search for them by name, part of the site address, a quote's title or its reference, then tick each quote that's theirs. Tick every quote found ticks the whole list. A search shows up to 100 quotes, newest first.

Downloading a client's data¶

Select Download their data to save a file with everything held about the client on the ticked quotes: each quote's reference, title, client, site and status, and every version as the client quote shows it, with its lines, notes and totals. It never includes costs or margins. The file is in JSON, which any developer or data-protection adviser can read. Send it to the client by a secure route.

Erasing a client's details¶

Select Erase their details and confirm. On each ticked quote, the app removes:

• the client's name and the site address
• the quote's title, which becomes Client details erased
• every note on the quote's versions and lines, including versions already sent
• the same details from the audit log

The quotes stay, with their references, statuses, lines and prices, so your dashboard figures still add up. The audit log records when the erasure happened and who did it. This can't be undone, so download the client's data first if they asked for that too.

Line descriptions you typed yourself, such as a custom line, are not erased. If one names the client, change it on a draft version before erasing. A sent version can't be changed.

Audit log¶

The Audit log records every change to quotes, the rate card, settings and the team, with who made it and when. Estimators and reviewers can read it. Quoting users can't.

Each row shows:

• When: the date and time.
• Who: the person's name or email. "System" means the app made the change itself, for example applying a scheduled price change. "Former user" means someone whose account no longer exists.
• What: Added, Changed or Removed, what kind of thing it was, and its name. For a change, it lists which fields changed.

Select a row to see the details: the old and new values for a change, or the values added or removed.

To narrow the list, choose a kind of change under Everything, for example Rate, Item, Machine, Nursery or Team, and select Filter. Every kind of change the log records has an entry, including labour types, a version's on-costs, plant lists emailed to nurseries and prices nurseries send. Select Clear to see everything again.

The newest changes come first, 50 to a page. Use Older and Newer to move between pages.

For quotes, the log records the quote itself (for example its title, client and status) and its versions (for example when one is created or sent), but not every change to individual lines.