Settings & Customization

WellQuote settings let you customize how your quotes look and how your organization operates. This guide covers all available settings.

Organization Settings

Company Profile

Found in Settings → Organization

Setting	What It Does
Company Name	Appears on quotes and in the header
Logo	Shown on quotes and customer portal
Address	Your business address on quotes
Phone	Contact number on quotes
Email	Reply-to address for quote emails
Website	Shown on quote footer

Best practices:

• Use a high-resolution logo (at least 400px wide)
• Keep company name consistent with legal name
• Use a professional email address (company domain)

Business Settings

Setting	What It Does
Currency	Default currency for quotes
Tax Settings	Tax rate and display options
Quote Number Format	How quote numbers are generated
Fiscal Year Start	For reporting purposes

---

Quote Template Settings

Branding

Found in Settings → Quote Template

Colors:

• Primary color — Headers, accents
• Secondary color — Backgrounds, subtle elements

Logo placement:

• Top left (default)
• Top center
• Top right

Footer content:

• Company info
• Custom text (certifications, taglines)
• Social media links

Default Content

Payment Terms:

• Set default payment terms (Net 30, Due on Receipt, etc.)
• These appear on every quote unless overridden

Quote Validity:

• Default number of days quotes are valid
• Common options: 14, 30, 60, or 90 days

Notes Template:

• Default notes that appear on new quotes
• Useful for standard disclaimers or terms

PDF Options

Setting	Options
Paper size	A4, Letter, Legal
Show line item images	On/Off
Show specifications	On/Off
Show equipment tags	On/Off
Pricing display	Include tax, exclude tax, both

---

Product Settings

Categories

Found in Settings → Categories

Categories help organize your product catalog:

1. Create categories — “HVAC”, “Plumbing”, “Electrical”
2. Assign colors — Visual distinction in the catalog
3. Nest categories — Sub-categories for detailed organization

Specification Templates

Found in Settings → Spec Templates

Define what specs each product type needs:

Example: HVAC Unit Template

• Capacity (kW)
• Energy Rating
• Refrigerant Type
• Noise Level (dB)
• Dimensions

Apply templates when importing or creating products.

Units of Measure

Default units available:

• Each
• Per Hour
• Per Meter
• Per Square Meter
• Per Kilogram

Add custom units in Settings → Units.

---

User Preferences

Each user can set their own preferences in their profile:

Display Settings

Setting	Options
Date format	DD/MM/YYYY, MM/DD/YYYY, YYYY-MM-DD
Number format	1,234.56 or 1.234,56
Default list view	Grid or table
Items per page	10, 25, 50, 100

Notification Settings

Notification	Options
Quote viewed	Email, In-app, Both, Off
Quote accepted	Email, In-app, Both, Off
Quote rejected	Email, In-app, Both, Off
Approval needed	Email, In-app, Both, Off
Quote comments	Email, In-app, Both, Off

Signature

Add your personal signature to quotes:

1. Go to your profile
2. Upload signature image
3. Enable “Show signature on quotes”

---

Approval Workflow Settings

Found in Settings → Approval Workflows

Creating Rules

Each rule has:

• Name — Description of the rule
• Trigger — What causes the rule to activate
• Approver — Who approves matching quotes

Trigger Types

Trigger	Example
Discount exceeds	> 15%
Quote value exceeds	> $50,000
Margin below	< 20%
Customer type	New customer

Multiple Approvers

For complex workflows:

• First matching rule assigns the approver
• Rules are evaluated in order
• Configure backup approvers for coverage

---

Data Management

Export Settings

Export your data anytime:

1. Go to Settings → Data
2. Choose what to export (Quotes, Products, Customers)
3. Select format (CSV)
4. Download

Import Settings

Configure default import behavior:

Setting	Options
Duplicate handling	Skip, Update, Create new
Default category	Assign to category if not specified
Auto-create categories	On/Off

Data Retention

Quote data is kept indefinitely. To delete old data:

1. Export for your records
2. Contact support for bulk deletion
3. Note: Some data may be required for legal/tax purposes

---

Security Settings

Session Management

Setting	Default
Session timeout	24 hours
Remember me	30 days

Two-Factor Authentication

Coming soon — will add extra security layer for login.

API Access

For integrations:

• Generate API keys in Settings → Integrations
• Each key has specific permissions
• Revoke keys immediately if compromised

---

Billing Settings

Found in Settings → Billing (Admin only)

Current Plan

View your current plan and usage:

• Plan type (Free or Pro)
• Number of team members
• Number of products
• Number of customers

Upgrade/Downgrade

• Upgrade to Pro — Immediate access to all features
• Downgrade to Free — Takes effect at billing cycle end

Payment Method

• Add/update credit card
• View billing history
• Download invoices

Billing Contacts

Set who receives billing notifications:

• Invoice emails
• Payment reminders
• Plan change confirmations

---

Need Help?

Can’t find a setting? Contact support@wellquote.com and we’ll help you configure WellQuote for your needs.