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How to Use the Dashboard in CompanyQuote

Overview

The Dashboard in CompanyQuote is your central hub for managing quotes, invoices, and client interactions. It provides a real-time overview of your business activities to help you stay organized and efficient.

Key Features of the Dashboard

Real-Time Insights
  • Get an instant overview of your quotes and invoices.
  • Track the status of change orders and material orders at a glance.
Performance Metrics
  • Analyze sales performance with dynamic charts and data summaries.
  • Spot trends and identify areas for improvement.
Task Management
  • View upcoming tasks like scheduled meetings or follow-ups with clients.
  • Sync tasks with Google Calendar for seamless scheduling.
Quick Actions
  • Create quotes, invoices, or change orders directly from the dashboard.
  • Access recent documents with one click

How to Access the Dashboard

  1. Log in to your CompanyQuote account.
  2. Click on the Dashboard tab located in the main navigation bar.
  3. Customize your view by rearranging widgets to suit your workflow

Using the Widgets

Quotes & Invoices Tracker
  • View the number of pending, approved, and completed quotes.
  • Quickly drill down into specific documents by clicking on the widget.
Client Activity Feed
  • Monitor recent client interactions and updates.
  • Use filters to view activity for specific clients or teams.
Material Orders Summary
  • Stay updated on order statuses and pending deliveries.

Tips for Maximum Productivity

  • Use the search bar at the top of the dashboard to find specific quotes, invoices, or clients.
  • Integrate with QuickBooks to sync financial data seamlessly.
  • Check performance metrics weekly to track progress against your goals.

How to Create and Manage Quotes in CompanyQuote

Overview

Creating professional quotes quickly and efficiently is at the core of CompanyQuote. With a user-friendly interface and powerful features, you can impress clients and streamline your workflow. Here’s how to create, customize, and manage quotes within the platform.

Creating a Quote

Start a New Quote
  • Log in to your CompanyQuote account.
  • Navigate to the Quotes tab in the main menu.
  • Navigate to the Quotes tab in the main menu.
Enter Project Details
  • Fill in the client’s information (name, company, and contact details).
  • Add project details, including a description, location, and timeline.
Add Line Items
  • Use the itemized list feature to include services, materials, or products.
  • Set custom prices, quantities, and tax rates for each line item.
  • Include optional items for upselling opportunities.
Save and Preview
  • Review the quote for accuracy.
  • Use the preview feature to see how it will appear to your client.
Send the Quote
  • Click Send to email the quote directly to your client.
  • Use the tracking feature to monitor when the client views the quote.

Managing Quotes

Tracking Quote Status
  • View all your quotes in the Quotes Dashboard, organized by status.
    • Draft
    • Sent
    • Approved
    • Rejected
Editing and Revising Quotes
  • Open any draft or sent quote to make adjustments.
  • Use the Duplicate feature to create a similar quote for another client or project.
Converting Quotes to Invoices
  • Once a quote is approved, click Convert to Invoice to streamline billing.
  • Review the invoice for accuracy and send it directly to the client.
Collaborating with Team Members
  • Assign quotes to specific team members for follow-up or approvals.
  • Use activity logs to track who made changes and when.

Tips for Creating Winning Quotes

  • Use detailed descriptions and clear pricing to avoid misunderstandings.
  • Leverage optional items to showcase additional services or premium materials.
  • Add expiration dates to quotes to encourage prompt client decisions.
  • Add expiration dates to quotes to encourage prompt client decisions.

How to Create and Manage Invoices in CompanyQuote

Overview

CompanyQuote makes invoicing simple, fast, and professional. Whether you’re billing for a completed project or tracking payments, the invoicing feature provides all the tools you need to manage your business finances efficiently.

Creating an Invoice

Start a New Invoice
  • Log in to your CompanyQuote account.
  • Go to the Invoices tab in the main menu.
  • Click + New Invoice to begin.
Choose the Invoice Source
  • From Scratch: Create a brand-new invoice by adding client and project details.
  • From a Quote: Select an approved quote to auto-fill the invoice with the quote’s information.
Add Invoice Details
  • Enter the client’s information (name, company, and contact details).
  • Specify the invoice number, date, and payment due date.
  • Include project-specific notes or terms, such as payment milestones or conditions.
Add Line Items
  • Use the itemized list to add services, materials, or products.
  • Include tax rates, discounts, and additional fees as needed.
  • Review the totals, which are calculated automatically.
Preview and Customize
  • Preview the invoice to ensure accuracy and professionalism.
  • Customize the design with your branding, including your logo and business colors.
Send the Invoice
  • PrevClick Send to email the invoice directly to the client.iew the invoice to ensure accuracy and professionalism.
  • Use the tracking feature to see when the client opens the invoice.

Managing Invoices

Tracking Invoice Status
  • Monitor your invoices in the Invoices Dashboard, organized by:
    • Draft
    • Sent
    • Paid
    • Overdue
Edit or Update Invoices
  • Open any draft or sent invoice to make changes.
  • Add payments manually for clients who pay offline (e.g., via cash or check).
Set Up Recurring Invoices
  • For ongoing projects or services, use the Recurring Invoice feature.
  • Automatically generate and send invoices on a schedule (e.g., weekly or monthly).
Integrate with QuickBooks
  • Sync invoices with QuickBooks to keep your financial data accurate and up to date.
Send Payment Reminders
  • Use automated reminders to nudge clients about upcoming or overdue payments.

Tips for Effective Invoicing

  • Always double-check the due date and terms before sending an invoice.
  • Use detailed descriptions for line items to ensure transparency with clients.
  • Include your payment options (e.g., bank transfer, credit card) to simplify the payment process.
  • Monitor overdue invoices and follow up promptly to maintain cash flow.

How to Manage Change Orders in CompanyQuote

Overview

Change orders are essential for managing project adjustments without disrupting workflows. With CompanyQuote, you can create, track, and manage change orders seamlessly, ensuring transparency with clients and keeping projects on track.

Creating a Change Order

Start a New Change Order
  • Log in to your CompanyQuote account.
  • Go to the Change Orders tab in the main menu.
  • Click + New Change Order to begin.
Select the Associated Quote or Invoice
  • Link the change order to an existing quote or invoice for better tracking.
  • Alternatively, create a standalone change order if it’s unrelated to an existing document.
Specify the Changes
  • Describe the adjustments to the original scope of work (e.g., additional materials, revised deadlines).
  • Add line items to reflect the new work, materials, or costs, and include tax or discounts if applicable.
Add Supporting Details
  • Clearly outline the reasons for the change and its impact on the timeline or budget.
  • Include any required notes or terms to ensure client understanding and approval.
Customize the Change Order
  • Apply your branding, including your logo and colors.
  • Attach supporting documents, such as plans, drawings, or cost breakdowns.
Send the Change Order for Approval
  • Click Send to email the change order directly to the client.
  • Use the tracking feature to monitor when the client views or approves it.

Managing Change Orders

Track Status in the Dashboard
  • View all change orders in the Change Orders Dashboard, categorized as:
    • Pending Approval
    • Approved
    • Rejected
    • Completed
Editing Change Orders
  • Open a pending change order to make updates before client approval.
  • If the client requests additional changes, use the Revise feature to modify the document.
Linking Change Orders to Invoices
  • Once a change order is approved, integrate it into the project’s invoice.
  • Automatically update the project’s total cost to include the new changes.
Collaborate with Team Members
  • Assign change orders to team members for review or implementation.
  • Use activity logs to track edits and approvals for accountability.

Tips for Managing Change Orders

  • Communicate changes to the client as soon as they arise to avoid delays.
  • Include clear descriptions and cost breakdowns to ensure transparency.
  • Always get client approval before implementing changes to maintain trust.
  • Use reminders to follow up on pending approvals.

How to Create and Manage Material Orders in CompanyQuote

Overview

Managing materials efficiently is crucial for completing projects on time and within budget. The Material Orders feature in CompanyQuote helps you track, request, and organize all materials required for your projects, ensuring seamless communication with suppliers.

Creating a Material Order

Start a New Material Order
  • Log in to your CompanyQuote account.
  • Go to the Material Orders tab in the main menu.
  • Click + New Material Order to begin.
Select the Associated Project
  • Link the material order to an existing project or quote for better organization.
  • Alternatively, create a standalone material order if it’s not tied to a specific project.
Add Material Details
  • Use the itemized list to include all required materials, including:
    • Description (e.g., “10 ft of copper piping”)
    • Quantity
    • Unit price (optional for budgeting)
  • Include specifications or notes for each item if necessary (e.g., dimensions, colors, or quality standards).
Select a Supplier
  • Choose a supplier from your saved list or add a new one.
  • Include the supplier’s contact details to ensure smooth communication.
Specify Delivery Details
  • Add the delivery address (e.g., job site or warehouse).
  • Include a preferred delivery date to avoid project delays.
Preview and Send the Material Order
  • Review the order for accuracy.
  • Send the material order directly to the supplier via email, or download it as a PDF for manual sharing.

Managing Material Orders

Track Material Order Status
  • Monitor your orders in the Material Orders Dashboard, organized by:
    • Draft
    • Sent
    • Delivered
    • Pending Delivery
Edit or Update Orders
  • Open a draft or sent material order to make changes before the supplier confirms it.
  • If there are delays or substitutions, update the order details and notify the supplier.
Track Deliveries
  • Use the dashboard to track delivery status.
  • Mark materials as Delivered once they arrive, and attach delivery receipts if needed.
Budget Monitoring
  • Track material expenses and compare them against the project budget.
  • Use the analytics feature to review spending trends across multiple projects.

Tips for Efficient Material Management

  • Group material orders by project to keep your workflow organized.
  • Communicate with suppliers early to confirm availability and delivery timelines.
  • Regularly review material costs and look for ways to optimize your spending.
  • Save frequently used materials and suppliers in your database for faster ordering.

How to Manage Clients in CompanyQuote

Overview

The Client Management feature in CompanyQuote helps you centralize all your client information, making it easy to manage communication, track projects, and maintain strong relationships. From contact details to project histories, everything you need is in one place.

Adding Clients

Manually Add a Client
  • Navigate to the Clients tab in the main menu.
  • Click + Add Client to open the client entry form.
  • Fill in details such as:
    • Name
    • Company (if applicable)
    • Email and phone number
    • Address
Import Clients
  • Use the Import feature to upload client lists from a CSV file.
  • Map the fields in your file (e.g., Name, Email) to the CompanyQuote database.
Assign Projects to Clients
  • Link clients to ongoing or completed projects for better organization.
  • View project history directly from the client’s profile.

Managing Client Profiles

View and Edit Client Information
  • Click on a client’s name in the Clients Dashboard to open their profile.
  • Update details like contact info, project associations, and notes as needed.
Add Notes and Attachments
  • Use the Notes section to document client preferences, communication history, or specific project needs.
  • Attach files, such as contracts or agreements, directly to the client’s profile.
Track Client Activity
  • Monitor quotes, invoices, and payments associated with the client.
  • Use the Activity Log to see recent actions, such as approvals or file uploads.

Tips for Effective Client Management

  • Keep client profiles updated with the latest contact information to avoid miscommunication.
  • Use the notes feature to document client preferences and build stronger relationships.
  • Regularly review project histories to identify opportunities for repeat business or upselling.
  • Leverage tags to streamline your workflow and quickly locate clients in specific categories.

How to Use Google Scheduling in CompanyQuote

Overview

The Google Scheduling feature in CompanyQuote streamlines appointment and project scheduling by integrating seamlessly with your Google Calendar. Schedule meetings, deadlines, or on-site visits with ease, and keep all your team members and clients informed in real time.

Setting Up Google Scheduling

Connect Your Google Account
  • Log in to your CompanyQuote account.
  • Go to Settings and navigate to the Integrations tab.
  • Click Connect Google Calendar and follow the prompts to sign in to your Google account.
Choose a Default Calendar
  • After connecting, select the Google Calendar you want to sync with CompanyQuote.
  • Set this calendar as your default for all scheduling activities.
Adjust Permissions
  • Ensure you grant access for CompanyQuote to manage events on your calendar.
  • Select whether events created in CompanyQuote are private or shared.

Managing Your Calendar

View and Sync Events
  • Use the Google Scheduling Dashboard to see all your upcoming events at a glance.
  • Changes made in CompanyQuote are automatically synced to your Google Calendar, and vice versa.
Reschedule or Cancel Events
  • Edit event details or change the date and time directly in the dashboard.
  • Cancel events, and all participants will receive an updated notification.
Track Availability
  • Check team member availability before scheduling new events.
  • Avoid double bookings with real-time calendar syncing.

Tips for Effective Scheduling

  • Use descriptive titles and detailed agendas to ensure clarity for all participants.
  • Set multiple reminders for critical deadlines to avoid last-minute delays.
  • Regularly review your calendar to spot any scheduling conflicts or gaps in project planning.
  • Encourage your team and clients to accept calendar invites promptly to confirm attendance.

How to Use QuickBooks Syncing in CompanyQuote

Overview

The QuickBooks Syncing feature in CompanyQuote enables seamless integration between your quotes, invoices, and financial records. With this integration, you can manage your accounting processes efficiently, reduce manual data entry, and ensure accurate financial tracking.

Setting Up QuickBooks Integration

Connect Your QuickBooks Account
  • Log in to your CompanyQuote account.
  • Go to Settings and navigate to the Integrations tab.
  • Select QuickBooks Online, then click Connect Account.
  • Follow the prompts to sign in to your QuickBooks account and authorize the connection.
Configure Sync Settings
  • Choose the default settings for syncing:
    • Select whether quotes, invoices, or both should sync automatically.
    • Map CompanyQuote fields (e.g., clients, taxes, and line items) to QuickBooks fields.
Customize Your Preferences
  • Set preferences for how taxes, payment terms, and discounts are handled during syncing.
  • Choose whether to sync only specific projects or all data.

Tips for Using QuickBooks Syncing

  • Double-check your mapped fields during setup to avoid syncing errors.
  • Use the Sync Dashboard regularly to ensure all data is accurate and up to date.
  • Enable auto-sync for recurring invoices to save time and streamline your workflow.
  • Periodically review synced data in QuickBooks to confirm accuracy and completeness.

How to Use the Media Gallery in CompanyQuote

Overview

The Media Gallery in CompanyQuote allows you to organize and manage all your project-related visuals, such as photos, videos, and documents, in one place. Whether it’s before-and-after shots, reference materials, or client approvals, the Media Gallery ensures you have everything you need to keep your projects on track.

Adding Media to the Gallery

Upload Media Files
  • Navigate to the Media Gallery tab in the main menu.
  • Click Upload Media to add files from your device.
  • Drag and drop multiple files for bulk uploads.
Organize Media by Project
  • Assign media files to specific projects for easy access.
  • Use folders or tags (e.g., “Client Approvals,” “Work in Progress”) to categorize files.
Supported File Types
  • Upload a wide range of formats, including:
    • Images: JPG, PNG, GIF
    • Videos: MP4, AVI
    • Documents: PDFs, Word files

Tips for Managing Media Effectively

  • Regularly organize your media files by project to avoid clutter.
  • Use high-quality images and videos to maintain a professional presentation for clients.
  • Save frequently used documents, such as templates or contracts, in the gallery for quick access.
  • Create a “Favorites” folder for files you frequently reference.

How to Manage Pricing and Accounts in CompanyQuote

Overview

The Pricing and Account Management features in CompanyQuote allow you to customize your subscription plan, manage account settings, and control team access. This ensures your account remains up-to-date and tailored to your business needs.

Managing Pricing Plans

View Current Plan
  • Navigate to the Account Settings tab in the main menu.
  • Under the Subscription section, you can view your current pricing plan, including:
    • Plan type (Basic, Professional, or Enterprise)
    • Number of users included
    • Current storage and feature limits
Upgrade or Downgrade Your Plan
  • Click Change Plan to explore available options.
  • Select a plan that meets your business requirements:
    • Basic Plan: Essential features for startups or single users.
    • Professional Plan: Advanced features for small teams (2-4 users).
    • Enterprise Plan: Full suite of features for larger businesses (5-10 users).
Billing Information
  • Add or update your payment method in the Billing Details section.
  • Download invoices or receipts for your records.
  • Set up auto-renewal to avoid service interruptions.

How to Access the Dashboard

  1. Log in to your CompanyQuote account.
  2. Click on the Dashboard tab located in the main navigation bar.
  3. Customize your view by rearranging widgets to suit your workflow.

Managing Your Account

Update Profile Information

  • Go to the Profile tab under Account Settings.
  • Edit your personal information, such as name, email address, and phone number.
  • Upload a profile picture for better team recognition.

 

Change Password

  • Select Security Settings in the Account Settings menu.
  • Click Change Password, enter your current password, and create a new one.
  • Enable two-factor authentication (2FA) for added security.

 

Manage Team Access

  • Assign roles to team members, such as Administrator, Editor, or Viewer.
  • Invite new users by sending an email invitation through the Team Management section.
  • Set permissions for each role to control access to features like quotes, invoices, and reports.

 

Deactivate or Reactivate Accounts

  • Temporarily deactivate a user’s account if they no longer need access.
  • Reactivate accounts anytime to restore access and permissions.

Tips for Effective Pricing and Account Management

  • Regularly review your subscription plan to ensure it aligns with your growing business needs.
  • Set up roles and permissions to enhance team collaboration while maintaining data security.
  • Use the Usage Dashboard to track storage and user limits to avoid exceeding them unexpectedly.
  • Enable notifications for upcoming renewals or billing issues to prevent service interruptions.
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