Set up your firm

As an Admin, a little setup up front means your team can hit the ground running. This is your foundational checklist — complete these three steps before you start building projects.

Take it in order

Settings first, then contacts, then your team. Each step builds on the one before it — for example, the roles and rates you define in Settings are what you’ll assign to team members later.

1. Complete your settings

Open Settings using the ⚙️ icon next to your initials in the bottom-left corner. These settings establish your firm’s defaults, so you only set them once.

Organization

• Company information — name, address, and regional preferences (timezone, locale, currency).
• Client email settings — the sender name and reply-to address on invoice and payment emails.
• Overhead — your overhead multiplier, used in profitability calculations.
• Working hours per year — the basis for accurate cost and utilization calculations.
• Firm-wide utilization and realization targets.

App defaults

• Time tracking preferences.
• Categories and phases used to structure projects (review the defaults and add your own).
• Activities that appear on timesheets.
• Consultant types and their applicable markup.
• Invoice and expense preferences.

Permissions

• Review how permissions work, then set the permission levels your firm needs.

Note

If you use QuickBooks Online, hold off on entering clients and consultants by hand — the integration imports them for you. See the QuickBooks Online section of this help center before you start.

2. Add your contacts

Contacts stores your clients and consultants, which you’ll use throughout projects and invoicing. Open Contacts from the left-hand menu and add:

• Clients — contact details for the clients you bill.
• Consultants — details for the consultants you collaborate with.

3. Add your team

Open Staff from the left-hand menu to build your team directory. At a high level you’ll:

1. Set up your firm’s roles and rates — you’ll assign these when creating projects.

2. Add each team member with their details (name, title, email, phone, photo).

3. Assign each person a permission level and a default role and rate.

4. Add compensation and individual utilization targets where relevant.

5. Send invitations so your team can log in.

For the full walkthrough — including permissions and troubleshooting invitations — see Invite & manage your team.

You’re ready to build

Once your settings, contacts, and team are in place, you’re ready to create projects.

Activate your accountTurn on online payments to unlock invoicing.

Create & plan a projectSet up your first project, phases, and budget.