Initial Settings and Configurations
Topics
- Initial Business Settings
- App Preferences
- Key Credentials
/Settings
- At first login, you'll be greeted by the Dashboard.
- The first thing you should do when logging in for the first time, is navigate to the /Settings page via the sidebar on the left.
- This is where you will set up your key data
Settings/Profile
Start by entering any missing profile details, and adding a profile picture if that's your thing.
NOTE This section only covers admin user profile, and not additional team members!
Settings/Business
Once the Initial admin profile settings are in, Navigate to Settings --> Business.
This section contains critical business information that will be used throughout the application. Remember to press the Save button after making changes in each section.
Business Details (Required)
Your business details are required for core functionality. This information populates all documents created by the system (invoices, quotes, purchase orders, etc.).
What to fill out: - Business Logo - Upload your logo (PNG/JPG, up to 5MB) - Business Name - Your registered business name - Address - Physical business address - ABN - Australian Business Number - Phone - Contact phone number - Email - Business email address - Business Type - Select all that apply (Plumber, Electrician, Mechanic, Cabler, Fabricator, Engineer, Carpenter, Builder, HVAC Technician, Painter, IT, Other). This customizes the Standards Bot prompts, and gives some context to Ai (if used) for your trade(s). - Document Prefix - Unique prefix for all your documents (e.g., LJCI-JOB-0001). This prevents conflicts with other businesses and is used across jobs, quotes, invoices.
Document Names - Customize how document types appear throughout the app and on PDFs: - Invoice Name (e.g., "Invoice") - Quote Name (e.g., "Estimation", "Proposal") - Purchase Order Name (e.g., "PO", "Order Form") - Remittance Name (e.g., "Payment Advice", "Receipt")
Financial Settings: - Currency - Currency used for all financial transactions - Tax/GST Rate (%) - Tax rate applied to invoices and quotes - Labour Rate (per hour) - Your standard hourly rate - Material Markup (%) - Default markup applied when adding new materials - Default Quote Valid For (days) - How long quotes remain valid
Payment Details: - This will apply as the Pay to Address on the invoices - Payment Method - Account Name - BSB - Account Number
Document Size Options: - Enable 80mm thermal printer format for receipts if required
Job Email Updates: - Enable job-specific email addresses for receiving updates via email (requires email domain routing configuration - see separate guide)
Don't forget to press Save!
External Agent Configuration (Optional)
This configuration is not strictly required but enables external AI agents (like ElevenLabs phone receptionist, chatbots, etc.) to access key business context via webhook endpoints.
Configure: - Business Hours - Set your operating hours for each day of the week - Services - Add the services you provide - Service Areas - Enter suburbs or postcodes you service - Timezone - Set your local timezone
This data is returned via the webhook endpoints found in Settings → Webhooks.
Remember to Save your changes!
Licences & Certificates
Note: Certificate generation is only available for Electrician businesses. To enable this feature, update your business type to include "Electrician" in the Business Details section above.
Document Templates
Preview how your documents will look to customers. Click the preview button to see sample invoices, quotes, and purchase orders with your business details applied.
Email Settings (SMTP)
Note: Full SMTP configuration is covered in a separate guide. This is a general overview.
Configure SMTP settings to send emails from your own domain to customers (invoices, quotes, etc.).
Basic settings: - Email Provider - SMTP Host - Port - Encryption - Username/Password - From Name - From Email Address
After saving your configuration, use the Test Configuration button to verify it works.
Important: Save your SMTP settings before testing!
Settings/App
Navigate to Settings --> App to customize the application appearance and configure document/job statuses.
Theme
Choose from available themes to customize the look and feel of the application.
Available themes: - Daylight - Night Shift - Ocean Dusk - Evergreen - Tokyo Night - Solarized - Nordic - Custom
Select your preferred theme from the dropdown. See Theme Showcase for visual previews.
Single-Line List View
Enable a compact table format for displaying lists throughout the application. When enabled, this gives you a single-line view for: - Customers - Jobs - Materials - Suppliers - Enquiries - Documents
This provides a cleaner, more condensed view of your data, making it easier to scan through large lists.
Toggle the switch to enable/disable this view.
Document Status Configuration
Customize the available statuses for each document type. This allows you to tailor the workflow to match your business processes.
How to customize: - Double-click a status name to edit it - Click the colored circle to change the status color - Review the semantic mappings (see below)
Invoice Statuses (Required Mappings): - draft - Ready to Send - validated - Ready to Send - sent - Ready to Send, Partial Payment, Fully Paid - paid - Fully Paid, Prevents Editing - overdue - Ready to Send, Partial Payment, Fully Paid
Quote Statuses (Required Mappings): - draft - Prevents Editing - sent - (no special mapping required) - accepted - Accepted, Converted to Invoice - declined - Declined
Semantic Mappings Explained: - Ready to Send - Status allows the document to be emailed to customers - Partial Payment - Status indicates partial payment has been received - Fully Paid - Status indicates the invoice has been paid in full - Prevents Editing - Status locks the document from further editing - Accepted - Quote has been accepted by customer - Declined - Quote has been declined by customer - Converted to Invoice - Quote has been converted to an invoice
You can rename statuses, but the semantic mappings determine the functionality. For example, an invoice must have at least one status mapped to "Fully Paid" for the system to mark invoices as paid.
You can also add custom statuses that help match your key business processes, for example: - Sent Awaiting PO to Quotes/Invoices
Remember to Save after making changes!
Job Status Configuration
Customize job status labels and colors to match your workflow.
Core Statuses (Required) - scheduled - Default for new jobs (cannot be deleted) - in_progress - Active status (cannot be deleted) - completed - Marks job as completed (cannot be deleted) - cancelled - Marks job as cancelled (cannot be deleted)
Important Notes: - Core statuses (with lock icon) cannot be deleted but can be renamed and recolored - You can add custom statuses as needed - Custom statuses will appear as "active" jobs in the jobs list (similar to "in_progress") - Double-click status names to edit them - Click the colored circle to change status colors
Example: You might rename "scheduled" to "Booked" or "in_progress" to "On Site" to match your business terminology.
Don't forget to Save your changes!
Payment Methods
Configure the payment methods available when recording invoice payments, not strictly required, but it is more useful for Integrations such as Xero
Default methods: - EFT - Card - Cash - Other
You can add, remove, or rename payment methods to match how your customers typically pay. These will appear in the dropdown when recording payments against invoices.
Save after making changes!
Feature Visibility
Control which features are visible in your sidebar and available for use. Disabled features will be hidden from navigation, but your data is preserved.
Available features to toggle:
- Standards Bot - AI-powered chat for building regulations, electrical standards, and compliance queries
- Voice Assistant - Hands-free voice assistant widget powered by ElevenLabs for on-the-job queries
- AI Invoice Scan - Automatically extract data from supplier invoices and purchase orders using AI
- Enquiries - Receive and manage customer enquiries via your website integration
- Certificate Generator - Generate JSA, SWMS, and Certificates of Compliance for your jobs
- Cloud Storage Integration - Sync documents to Dropbox or Google Drive automatically
- Timesheets - Track time entries for jobs and team members with start/stop timer notes
- Location Tracking - Track employee locations on a live map with scheduled jobs and movement history
Toggle each feature on or off based on what your business needs. This helps keep your interface clean and focused on the tools you actually use.
Remember to Save your changes!
Next Steps: With your business and app settings configured, you're ready to start adding your core data (customers, materials, services, etc.)