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Configure your Company Details and Branding
Configure your Company Details and Branding

Learn how to configure your company details, operating region and financial preferences

Updated over a week ago

All of the company details that were initially provided during the on-boarding process are available here for your viewing and editing in Admin settings -> Company area.
The details specified here are exclusively related to your company's contacts, socials and basic operational details such as:

  • Having your company's communication details up-to-date to reflect on your next quote, job or invoice that you'll be sharing externally as a web link or PDF document.

  • Uploading your brand logo to reflect on all user accounts connected to your Loc8 system and also give a professional touch on the web link or PDF document that you'll share externally.

    Defining the currency and tax types to be used across Loc8

  • Allowing different time zones as suitable to your operations in different regions

  • Defining holidays and after hours before hand so that Loc8 can apply special charges on labour hours when calculating the total amount to be paid by the customer

  • Setting up your inbound and outbound email addresses

Besides the above mentioned configurations related to your company, you can also fine tune the look-and-feel of the exported documents and web views for the jobs, quotes, invoices, sites, and assets that you'd like to share with your customers with your company's brand colours and selected levels of information.

This feature has been detailed out in the article Configure Document Templates and Styling.

STEP 1 Any configurations and customisations that you would like to make are available under the Settings area.

Click the Settings icon from the main menu panel of the left-hand side of your screen and choose Admin settings -> Company.

STEP 2 In the Company Settings page, check your company details that are already filled in against your company name, contact details, business email, primary address/billing address and the postal address, and update them if necessary.

You can also upload your company logo if that's not done yet, to make your branding more visible across your browser and mobile application. All of the details entered here will now reflect in your field service reports, print-friendly PDF quotes, invoices, automated emails and so on.

STEP 3 Specify your company's operating region, timezone and business hours.

The business hours are used to set the default time for scheduling jobs and subsequently calculate the after-hour rates for any jobs called at off-business hours.

If the chosen Timezone is different from your local timezone, you'll find an additional clock at the bottom corner of your screen. The first clock shows the local timezone and the second shows the chosen business timezone.

If you have a dual clock due to a different operative timezone, your workforce will also view the dual clock on their Home screen.

You can switch between the time zones as required. Doing so will change the timestamp indicated on all of the Loc8 entities across your account.

STEP 4 Enter the public holidays you observe in a year. This helps you to set the holiday rates in your charge template, which consequently reflects on the jobs you do on these days.

An example of the default rates you'll set for the charges in your business is shown below:

Notice how you can set up separate charges for the on-site time and travel times for the holidays.

This has been discussed in detail in Define the Default Rates for Labour Hours.

STEP 5 Specify the financial details and preferences for your business. This includes:

  • The Financial year end date - Primarily used in Budgeting, a Loc8 Lab feature to forecast your estimates and calculate the actuals over a time period within the given financial year. For more information on Budgeting, get in touch with the Loc8 Support Team.

  • Company number - It is the business number for your company used to keep track of business transactions for tax purposes. If the Company number was specified during the Loc8 on-boarding process/sign-up then you'll see that number displayed here. Otherwise, you may enter it now, or even update the specified Company number if necessary.

  • Currency - The preferred currency that you operate in will be applied system-wide in Loc8 on all finances such as costs, charges, expenses.

  • Default tax type - The common tax types that you need to apply on costs and charges in Quotes, Jobs and Invoices. You can learn more about how to add the frequently used tax types in the article Defining the Tax Rates.

To know more about setting the tax rates, see Defining the Tax Rates.

STEP 6 Associate an external email address with your Loc8 email address. You will find a unique email address already assigned to your profile against Loc8 Email Address as shown below:

You can use the Loc8 email address for correspondence and uploading photos, and see the mails appear in the Notifications tab that's on the main menu at the bottom left of your screen. Ideally, this email address remains internal to your organisation.

For external correspondence you will have the email address your customers use to communicate with you under the Custom Address.

By default, the email specified in the General section reflects here, but you can change it as required.

Loc8 automatically identifies your company email address and fills it as Custom Address, you can change it to the email address your customers use for sending you their work requests.

To start receiving emails from your official address on to the Loc8 emails address, you just need to configure a rule in your email application (such as outlook, gmail etc.) to forward emails.

An example for setting up the forward email rule in Outlook (on Mac) is shown below:

Once you have set this up, you will start receiving a consolidated view of both internal emails (those sent to your Loc8 email address such as in-app alerts, notifications etc.) as well as the external emails routed through your official company email thereby giving you the ability to convert any relevant work requests into quotes.

To know more about how you to create a quote from a customer work request received through email, see Create Quote from Email.

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