Settings¶
To get to Settings, click Settings in the left sidebar. The settings page is divided into tabs — some are available to everyone, and some are for Admins only.
Account¶
This is your personal settings — available to every user.
Profile photo — click the circle at the top to upload a photo. It shows next to your name throughout the app. Hover over it and click the delete icon to remove it.
Your name — click the pencil icon next to your name to update it.
Email and password — update your login email (you'll need to confirm your password) or change your password.
Appearance — switch between Light and Dark mode. Your choice sticks to your account across all devices.
Notifications¶
Choose which events send you an in-app notification (the bell icon in the top bar). Toggle each one on or off based on what you want to be kept in the loop about.
What's available depends on your role:
| Role | What you can be notified about |
|---|---|
| Designer | Proof Revision, Design Comment, Design Approved |
| Production | Job Ready for Production |
| Sales | Quote Created, Quote Ready to Price, Quote Ready to Send |
| Admin | All of the above, plus Job Ready for Invoice |
Organization¶
(Admin only)
Your shop details — company name, phone, email, website, and address. These appear on every quote and invoice PDF you generate.
Shop logo — click the logo circle to upload your logo (JPG or PNG, max 2 MB). It appears on quote and invoice PDFs. Hover over it and click the delete icon to remove it.
Team¶
(Admin only)
Add, edit, and remove team members. See Team Management for the full guide.
AutoCalc¶
(Admin only)
These three values control how Substrate calculates prices on line items automatically:
- Labour Rate (per sq ft) — how much you charge per square foot for labour
- Default Margin (%) — the markup applied to material cost to get your sale price
- Global Minimum Fee — the lowest amount any work order can be charged
Update these whenever your shop rates change. New quotes will use the updated values straight away.
Tax Rates¶
(Admin only)
Tax rates are assigned to customers and applied automatically to their work orders.
To add a new rate, click New Tax Rate and fill in:
- Name — something recognisable, like "HST (ON)" or "GST"
- Percentage — the rate as a number, e.g. 13 for 13%
- QB Tax Code — only needed if you're connected to QuickBooks
Tip
Set the right tax rate on each customer record and it will apply to all their jobs automatically — you won't need to set it on every work order.
Terms¶
(Admin only)
Upload a PDF of your Terms & Conditions here. It gets appended to every quote PDF you send to customers automatically.
If you haven't uploaded one, Substrate uses a default terms text instead. To replace the current file, just upload a new PDF — it overwrites the existing one.
Accepted format: PDF, max 10 MB.
QuickBooks¶
(Admin only)
Connect and manage your QuickBooks integration here. See Invoicing & QuickBooks for a full walkthrough.
To connect: click Connect to QuickBooks, sign in, and choose your Income Account.
To sync: use Sync Customers or Sync Substrates to keep your records up to date between Substrate and QB. The first customer sync matches records by company name — after that, changes in Substrate are pushed to QB automatically.
Payment sync: Substrate checks QuickBooks for payments every two hours. When a customer pays an invoice in QB, the work order is automatically marked paid and archived in Substrate — no manual update needed.
To disconnect: click Disconnect — work orders will switch back to the Substrate Invoice PDF method immediately.