Quoteboard User Guide

Welcome to the Quoteboard User Guide. Quoteboard is a desktop application for managing sales quotes, customers, vendors, and the sales pipeline. It is built for Your company and connects to the Corejobtrack server for data storage and collaboration.

This guide covers every feature of the application, from first-time setup through advanced administration.

Table of Contents

Getting Started

• Installation and First Launch — Installing, launching, and system requirements
• Logging In — Authentication, session management, auto-login, and SSO

Core Features

• Navigating the Application — Main window layout, header bar, tabs, menus, and keyboard shortcuts
• Quotes — Creating, editing, pricing, and managing sales quotes
• Line Items and Pricing — The line items table, MSRP, markup, discounts, cost tracking, and calculated fields
• Quote Extras — Freight, support agreements, options, trade-ins, and financing
• PDF Export — Exporting quotes as PDFs in multiple formats

Sales Pipeline

• Sales Funnel — Tracking sales leads through the pipeline
• Closed Sales — Managing closed deals, payments, and delivery milestones

Data Management

• Customers — Customer database, company profiles, and marketing information
• Contacts — Managing customer contacts, password resets, and magic links
• Equipment — Tracking customer equipment, meter readings, and count history
• Vendors — Supplier and vendor management

Personalization and Administration

• Notifications — Real-time notifications and the notification panel
• Themes and Appearance — Dark mode, light mode, and theme customization
• User Settings — Profile, preferences, security, and saved credentials
• Administration — User management, trash recovery, server logs, and system configuration

Installation and First Launch

System Requirements

• Operating System: Windows 10 or later (primary target), macOS, or Linux
• Network: Internet connection to reach the Corejobtrack server (https://your-server.example.com)
• Account: A Quoteboard user account (provided by your administrator)

Installing Quoteboard

Windows (Standalone Executable)

1. Obtain the latest Quoteboard.exe installer or standalone build from your administrator.
2. Run the executable. No installation wizard is required — the application launches directly.
3. If Windows SmartScreen prompts you, click More Info then Run Anyway (the application is self-signed for internal use).

Running from Source (Development)

If you are running from the Python source code:

1. Ensure Python 3.12 or later is installed.
2. Open a terminal in the project directory.
3. Install dependencies:

   pip install -r requirements.txt

1. Launch the application:

   python main.py

Command-Line Options

The application supports several command-line flags for advanced use:

Example:

python main.py --debug --server https://custom-server.example.com

First Launch

When you start Quoteboard for the first time:

1. The Login Window appears.
2. The application checks the server connection. A status indicator at the bottom of the login window shows whether the server is Online (green) or Offline (red).
3. Enter your credentials and sign in. See Logging In for full details.
4. After a successful login, the Main Window opens and you can begin working.

Data Storage Locations

Quoteboard stores its configuration files locally:

The following files are stored in that directory:

• session.json — Your active login session (shared with other Corejobtrack apps for SSO)
• settings.json — Your personal preferences (theme, auto-login, remember password)

Passwords are stored securely in your operating system's credential manager (Windows Credential Manager, macOS Keychain, or Linux SecretService) — not in plain text files.

Uninstalling

To remove Quoteboard:

1. Delete the application executable or source folder.
2. Optionally, delete the configuration directory listed above.
3. Optionally, remove saved credentials from your OS keyring:

• Windows: Control Panel → Credential Manager → Windows Credentials → look for "Quoteboard"
• macOS: Keychain Access → search for "Quoteboard"

Logging In

The Login Window

When Quoteboard launches, the Login Window is the first screen you see (unless a previous session is restored automatically). It contains:

• Email / Username field
• Password field
• Server URL field (pre-filled with the default server; only change this if instructed by your administrator)
• Remember Password checkbox
• Auto-Login checkbox
• Sign In button
• Theme toggle button (top-right corner) to switch between dark and light mode
• Server status indicator (bottom of window) showing whether the server is reachable

Signing In

1. Enter your email or username in the first field.
2. Enter your password in the second field.
3. Click Sign In or press Enter.
4. The application will authenticate with the server. On success, the main window opens.

If login fails, an error message is displayed. Common issues:

• Incorrect credentials — Double-check your email/username and password.
• Server offline — Check the status indicator at the bottom. If it says Offline, the server may be down or your internet connection may be unavailable.
• Wrong server URL — If you modified the server URL field, verify it is correct.

Remember Password

When you check Remember Password:

• Your credentials are saved securely in your operating system's credential manager (Windows Credential Manager, macOS Keychain, or Linux SecretService).
• The next time you open the application, your email and password fields are pre-filled.
• Your password is never stored in plain text.

To stop saving your password, uncheck this option before signing in, or clear saved credentials from User Settings (see User Settings).

Auto-Login

When you check Auto-Login (requires Remember Password to be checked first):

• The application automatically signs in when launched, without showing the Login Window.
• This is convenient for daily use but means anyone with access to your computer can open Quoteboard under your account.
• To disable, go to the Login Window (log out first), uncheck Auto-Login, and sign in again.

Session Restoration

Quoteboard saves your session when you log in successfully. On the next launch:

1. The application checks for a saved session file.
2. If found, it validates the saved token with the server.
3. If the token is still valid, you are taken directly to the Main Window without needing to log in again.
4. If the token has expired, the Login Window is shown. If you have Remember Password and Auto-Login enabled, it logs in automatically.

Single Sign-On (SSO)

Quoteboard shares its session file with other Corejobtrack applications (such as the web portal). This means:

• If you are logged into another Corejobtrack app, Quoteboard may automatically detect and reuse that session.
• Logging out of Quoteboard does not log you out of other Corejobtrack apps (and vice versa), but the shared session file is cleared.

Token Refresh

Your login token has a limited lifespan. Quoteboard handles this automatically:

• If your token expires while using the app, the application silently refreshes it in the background.
• You will not be interrupted or asked to log in again during normal use.
• If the refresh fails (for example, if you have been inactive for an extended period), you will be returned to the Login Window.

Logging Out

To log out:

1. Click the settings menu (gear icon or your profile picture in the top-right of the header bar).
2. Click Log Out.

Or use the menu bar: File → Log Out (shortcut: Ctrl+L).

Logging out:

• Clears your active session.
• Disables Auto-Login (you will need to check it again if you want it re-enabled).
• Keeps your saved password in the keyring (if Remember Password was enabled) so you can log in quickly next time.
• Returns you to the Login Window.

Navigating the Application

Main Window Layout

The Quoteboard main window has four areas:

1. Header Bar (top) — Navigation tabs, notifications, theme toggle, and settings
2. Menu Bar (below header on Windows/Linux, or in the system menu bar on macOS) — File, Edit, View, Database, Resources, Help
3. Content Area (center) — The active page, which changes based on the selected tab
4. Status Bar (bottom) — Connection status indicator and application version

Header Bar

The header bar is always visible at the top of the application.

Left Side — Logo and Navigation Tabs

• Your company logo — Displayed in the top-left corner. The logo automatically switches between light and dark variants based on your theme.
• Home — The first tab, displayed as a house icon. Takes you to the Home dashboard (coming soon).
• Funnel — Sales lead pipeline management.
• Quotes — Sales quote creation and management.
• Sales — Closed deals and post-sale tracking.
• Customers — Customer company database.
• Contacts — Customer contact persons.
• Equipment — Customer equipment inventory.
• Vendors — Supplier and vendor records.
• Used — Used equipment marketplace (coming soon).

Click any tab to navigate to that page. The active tab is highlighted.

Right Side — Actions

• Notification bell — Opens the notification panel. If you have unread notifications, a red badge shows the count. See Notifications.
• Theme toggle — Switches between dark and light mode. Displays a sun icon (switch to light) or moon icon (switch to dark). See Themes and Appearance.
• Settings button — Shows your profile picture (if uploaded) or a gear icon. Clicking it opens a dropdown menu with:
• User Settings — Opens the Settings dialog
• Admin Settings — Opens the Admin panel (only visible to administrators)
• Log Out — Signs you out and returns to the Login Window

Menu Bar

The menu bar provides additional actions and keyboard shortcuts.

File Menu

Edit Menu

View Menu

Go To — Navigate to any page:

Appearance — Select your theme:

• System (matches your OS setting)
• Light
• Dark

Database Menu

Access to database-related functions such as lease rate management and dropdown field customization (admin features).

Resources Menu

Links to documentation and help resources.

Help Menu

• Admin Settings — Opens the Admin dialog (admin users only)
• About — Shows application version information

Page Layout Pattern

Most pages in Quoteboard follow a consistent list-detail pattern:

1. List View — A searchable, sortable table of records. This is what you see when you first navigate to a page.
2. Detail View — A form for viewing and editing a single record. You reach this by double-clicking a row in the list or clicking a New/Edit button.

To return from a detail view to the list view, click the Back button (arrow icon) in the top-left of the detail view.

Animated Transitions

When navigating between pages or switching between list and detail views, Quoteboard uses smooth fade animations for a polished experience.

Scroll Safety (WheelGuard)

Quoteboard includes a safety feature that prevents accidental value changes when scrolling. If you scroll past a dropdown or number spinner, the value will not change unless the control is focused (clicked on). This prevents common mistakes when scrolling through forms.

Status Bar

The status bar at the bottom of the main window shows:

• Connection indicator — A colored dot (green = connected, red = disconnected) with a tooltip showing the connection status.
• Version — The current Quoteboard version number.

Keyboard Shortcuts Summary

Quotes

The Quotes page is the heart of Quoteboard. It lets you create, edit, price, and export professional sales quotes for your customers.

Quotes List

When you navigate to the Quotes tab (or press Ctrl+3), you see the quotes list view.

Viewing Quotes

The list displays all quotes in a sortable table with these columns:

Searching

Use the search bar at the top of the list to filter quotes. Search works across quote number, customer name, and summary. The search uses a debounced input — it waits 300 milliseconds after you stop typing before filtering, so you can type your full search term without lag.

Creating a New Quote

1. Click the New Quote button at the top of the list, or press Ctrl+N from anywhere in the app.
2. A dialog appears asking you to select a customer.
3. Search for and select the customer this quote is for.
4. Click Create. A new blank quote opens in the editor.

Opening a Quote

• Double-click any row in the list to open that quote in the editor.
• Right-click a row to see a context menu with options: Open, Duplicate, Delete.

Deleting a Quote

• Right-click a quote in the list and select Delete, or
• Open the quote in the editor and click the Delete Quote button at the bottom of the form.

Deleted quotes are moved to the trash and can be recovered by an administrator (see Administration).

Quote Editor

The quote editor is a comprehensive form with multiple sections. From top to bottom:

Header Bar

• Back button (arrow) — Returns to the quotes list
• Quote title — Shows the quote number and customer name
• Export PDF dropdown — Export the quote in different PDF formats (see PDF Export)
• Save button — Saves all changes to the server

An unsaved changes indicator appears when you have modified the quote but not yet saved.

Contact and Pricing Section

This is a three-column layout at the top of the editor:

Contact Column:

• Customer — The customer company name (read-only, set when creating the quote)
• Contact — A dropdown to select which contact person at the customer this quote is addressed to

Pricing Summary Column:

• Subtotal — Sum of all line items before discounts and taxes
• After Discount — Subtotal minus all discounts applied
• After Taxes — Total including tax
• Total — Final quote amount

These values update automatically as you edit line items.

Taxes Column:

• Tax Rate — Enter the tax percentage to apply
• Tax Amount — Calculated automatically from the after-discount total and the tax rate

Proposal Details

A collapsible section where you can enter:

• Quote title — A descriptive title for the quote
• Description — Detailed scope of work or proposal description
• Terms — Payment terms, conditions, and stipulations
• Notes — Additional notes visible on the quote

Line Items Table

The main pricing table where you add the products and services being quoted. This is covered in detail in Line Items and Pricing.

Additional Sections

Below the line items table, several additional panels provide detailed quote configuration:

• Settings Panel — Quote dates, validity period, billing/shipping notes, internal notes
• Freight Panel — Shipping method and delivery costs
• Support Agreements — Service contract pricing (SA1 and SA2)
• Financing Panel — Lease rate calculations and monthly payments
• Options Panel — Optional add-on items
• Trade Panel — Trade-in values and credits

Each of these is covered in Quote Extras.

Quote Actions

At the bottom of the editor:

• Save — Saves all changes
• Delete Quote — Permanently deletes this quote
• Clone Quote — Creates a copy of this quote. Useful for creating similar quotes for different customers or creating revised versions.

Cloning a Quote

Cloning creates an exact copy of the current quote, including all line items, options, and settings. The clone is saved as a new quote with a new quote number.

To clone a quote:

1. Open the quote you want to copy.
2. Click Clone Quote at the bottom of the editor.
3. The new quote opens in the editor. Make any changes needed.
4. Click Save.

Saving Quotes

Click the Save button or use the save action in the header to save your work. The save operation sends all data to the server, including:

• Contact and pricing information
• All line items (the entire table is replaced on save)
• All optional items
• All trade-in items
• Settings, freight, support, and financing data
• Proposal details and notes

The unsaved changes indicator disappears after a successful save.

Quote Workflow Tips

• Start with a customer — You must select a customer when creating a quote. Add the customer first if they don't exist (see Customers).
• Add line items first — Enter your products and pricing in the line items table before configuring extras.
• Use Clone for revisions — Instead of editing a sent quote, clone it and make changes to the copy. This preserves the original.
• Export before sending — Use the PDF Export to generate a professional document to send to your customer.
• Check the pricing summary — The top-right pricing summary updates in real time as you make changes. Verify the total before saving.

Line Items and Pricing

The line items table is the main pricing engine in Quoteboard. It calculates MSRP, markups, discounts, costs, and margins for every product or service on a quote.

Table Overview

The line items table has 15 columns organized into four color-coded groups:

The color coding helps you quickly identify which group of calculations you are looking at. Colors are adjusted for readability in both dark and light themes.

Editable vs. Calculated Columns

Some columns accept direct input. Others are calculated automatically and displayed in gray text.

Editable Columns (you type values here)

Calculated Columns (auto-computed, read-only)

Calculated columns are displayed in gray text so you can easily distinguish them from editable fields.

Adding Line Items

When you create a new quote, the table starts with 6 empty rows. To add more rows:

1. Click the Add Row button (+ icon) below the table.
2. A new empty row is appended at the bottom.

You can add as many rows as needed.

Entering Data

1. Click on a cell in an editable column to begin entering data.
2. Use Tab to move to the next editable cell in the row (QTY → Part # → Description → MSRP → Cost).
3. As you enter MSRP and Cost values, the calculated columns update automatically.

Entering Markup and Discount

Markup and Discount percentages can be set two ways:

Per-line editing:

• Click directly on the Markup % or Discount % cell for a specific row.
• A small input dialog appears where you can enter the percentage.
• Click OK or press Enter to apply.

Global editing (all rows at once):

• Double-click the Markup % or Discount % column header.
• A dialog appears asking for the percentage to apply to all rows.
• Enter the value and confirm. Every row in the table is updated to the same percentage.

This is useful when you want a uniform markup or discount across the entire quote.

Deleting Line Items

1. Click on the row you want to delete to select it.
2. Click the Delete Row button (trash icon) below the table.
3. The row is removed immediately.

Subtotals Row

At the bottom of the table, a subtotals row displays running totals:

These subtotals feed into the pricing summary at the top of the quote editor and are used by other panels (freight calculations, financing, etc.).

Responsive Column Hiding

To keep the table readable, Quoteboard automatically hides the extended quantity columns (MSRP × QTY and Cost × QTY) when every line item has a quantity of 1. In that case, the per-unit and extended prices are identical, so the extra columns add no value. As soon as any line has a quantity greater than 1, the extended columns reappear.

Understanding Margins

The table shows margin percentages in three places, corresponding to different pricing stages:

1. MSRP Margin — Your margin if you sell at MSRP: (MSRP - Cost) / MSRP
2. Markup Margin — Your margin after applying the markup: (Markup Price - Cost) / Markup Price
3. Discount Margin — Your final margin after applying the discount: (Discounted Price - Cost) / Discounted Price

Watching these margins helps you ensure profitability at every pricing stage. If a margin turns negative, it means you are selling below cost.

Pricing Calculation Flow

Here is how the pricing flows through the table for a single line item:

MSRP (you enter)
  ↓
MSRP × QTY = MSRP × Quantity
  ↓
Markup %  (you enter)
  ↓
MSRP × Markup = MSRP × (1 + Markup%)
EXT × Markup = MSRP × Markup × QTY
  ↓
Discount %  (you enter)
  ↓
Discounted Price = MSRP × Markup × (1 - Discount%)
  ↓
Cost (you enter)
  ↓
Cost × QTY = Cost × Quantity
Margins calculated at each stage

Tips

• Enter MSRP and Cost first — The calculated fields need both values to compute margins.
• Use global markup/discount for speed — Double-click the column header to set a uniform percentage, then adjust individual lines as needed.
• Watch your margins — The three margin columns give you a clear picture of profitability at every stage of the pricing.
• Tab through fields — Use Tab to quickly move between editable cells. The cursor skips calculated columns automatically.
• Cost column is internal — Cost information is only shown in the Sales Report PDF format. Export and Simple formats hide the cost column from customers.

Quote Extras

Beyond line items, the quote editor includes several additional panels for configuring freight, support agreements, optional items, trade-ins, financing, and quote metadata. These panels appear below the line items table.

Quote Settings Panel

The settings panel stores metadata and notes for the quote.

Fields

Custom Field Dropdowns

If your administrator has configured custom dropdown fields for quotes, they appear in this panel. These are configurable through the Dropdown Choices dialog (see Administration).

Freight Panel

The freight panel calculates shipping and handling costs for the quote.

Shipping Method

Select a shipping method from the dropdown:

• UPS Ground
• UPS 2-Day
• UPS Next Day
• Ground Carrier
• Sea (LCL — Less than Container Load)
• Sea (FCL — Full Container Load)

The shipping method selection is informational and may affect cost estimates depending on how your organization tracks freight.

Cost Fields

The freight panel responds to changes in the line items table. When the MSRP subtotal changes, the labor cost calculation updates automatically.

Support Agreements (SA1 and SA2)

Quoteboard supports two tiers of service or maintenance contracts, labeled SA1 and SA2. Each tier has its own panel.

Fields (per agreement)

Use SA1 for the primary support tier and SA2 for an optional secondary tier (such as an upgraded or premium agreement).

Options Panel

The options panel lets you add optional items or services that the customer can choose to include.

How Options Work

Options are supplementary items not included in the main quote total. They give the customer the flexibility to add extras at a defined price.

Managing Options

Adding an option:

1. Click the Add button below the options table.
2. Fill in the row: Description, Quantity, Unit Price.
3. The Extended Price (Quantity × Unit Price) is calculated automatically.

Deleting an option:

1. Click on the row to select it.
2. Click the Delete button.

Options Table Columns

A subtotal row at the bottom shows the total value of all options.

Trade-In Panel

The trade panel records trade-in equipment or buyback credits applied to the quote.

Fields

Trade-in values reduce the customer's out-of-pocket cost and are reflected in the quote total.

Financing Panel

The financing panel helps you calculate lease rates and monthly payments for the quoted equipment.

How It Works

1. Select a leasing partner from the dropdown (e.g., GreatAmerica, Wells Fargo).
2. Select a lease type:

• FTO (Fair Trade Option) — Typically lower payments, buyout at end of term
• FMV (Fair Market Value) — Payments based on expected residual value

1. Select a term length in months (e.g., 24, 36, 48, 60).
2. The panel automatically filters the available lease rates based on the quote's equipment price range.
3. The monthly payment is calculated and displayed.

Displayed Information

Lease Rate Lookup

Lease rates are stored on the server and can be managed by administrators (see Administration). The rates are filtered by:

• Equipment price range — Rates apply to specific price brackets
• Term length — Different rates for different lease durations
• Partner — Each leasing partner has their own rate table
• Lease type — FTO and FMV have different rates

If no matching rates are found for the selected criteria, the panel will show a message indicating no rates are available. Contact your administrator to add rates for the relevant price range.

Tips

• Save frequently — All extra panels are saved along with the quote when you click Save.
• Internal notes are private — Use the Internal Notes field in the settings panel for information you don't want on customer-facing documents.
• Options vs. line items — Use line items for the core equipment/services being quoted. Use options for add-ons the customer can choose to include.
• Verify financing before presenting — Always check that the lease rate calculations match current partner rate sheets, as rates may change.

PDF Export

Quoteboard can export quotes as professionally formatted PDF documents. There are three formats designed for different audiences, plus a bundle option that generates all three at once.

How to Export

1. Open the quote you want to export.
2. Click the Export PDF dropdown button in the quote editor header bar.
3. Select one of the four options:

• Simple Format
• Export Format
• Sales Report
• Bundle (All Formats)

1. Choose a save location when prompted.
2. The PDF is generated and saved to disk.

Export Formats

Simple Format (Customer-Facing)

A compact, 4-page document ideal for straightforward quotes.

Page 1: Cover and Pricing

• Compact header band at the top with the Your company logo, quote number, date, and customer information
• Line items pricing table on the same page (no cost column — customer does not see your costs)
• Subtotals and totals

Page 2: Proposal Details

• Scope of work or proposal description
• Terms and conditions
• Delivery and warranty information
• Additional notes

Page 3: Options

• Optional items table with descriptions, quantities, and prices
• Options subtotal

Page 4: Leasing

• Lease financing terms (if configured)
• Monthly payment breakdown
• Partner and rate information

Best for: Day-to-day quotes where a full formal proposal is not needed.

Export Format (Formal Proposal)

A full 5-page document with a dedicated cover page, designed for formal business proposals.

Page 1: Full Cover Page

• Your company logo (centered, prominent)
• "Formal Business Proposal" title
• Decorative accent line
• Quote number and date
• "Prepared For" block: customer company name, address, contact person
• "From" block: sales representative name, title, company, contact information

Page 2: Pricing

• Full line items table (no cost column)
• Subtotals, discounts, taxes, and grand total

Page 3: Proposal Details

• Same as Simple format

Page 4: Options

• Same as Simple format

Page 5: Leasing

• Same as Simple format

Best for: Formal proposals to new customers, large deals, or when a polished presentation is important.

Sales Report (Internal Use)

A 4-page document similar to the Simple format but with additional cost and margin information. This format is for internal use only — do not send it to customers.

Page 1: Cover and Pricing (with Cost)

• Compact header (same as Simple)
• Line items table with the Cost column visible, showing your cost per item
• Cost subtotals alongside MSRP and discounted subtotals
• Margin calculations visible

Page 2: Proposal Details

• Same as other formats

Page 3: Options

• Same as other formats

Page 4: Leasing

• Same as other formats

Best for: Internal review, sales meetings, margin analysis, and management reporting.

Bundle (All Formats)

Generates all three formats at once and saves them to a folder.

Output files:

• {QuoteNumber}_Export.pdf — The Export Format
• {QuoteNumber}_Simple.pdf — The Simple Format
• {QuoteNumber}_SalesReport.pdf — The Sales Report

Best for: When you need to prepare both customer-facing and internal versions of the same quote.

PDF Content Details

Cover Page Information

The cover page (Export format) or header band (Simple/Sales Report) includes:

• Your company company logo
• Quote number and creation date
• Customer company name and address
• Customer contact person name
• Sales representative name, title, and contact information

The sales rep information is pulled from your user profile. Make sure your profile is up to date (see User Settings) so the PDFs display your correct name, title, email, and phone number.

Pricing Table

The pricing table in the PDF includes the following columns:

Options Table

If the quote has optional items, a table is included with:

• Description
• Quantity
• Unit Price
• Extended Price
• Subtotal

Leasing Page

If financing is configured on the quote, the leasing page shows:

• Leasing partner name
• Lease type and term
• Monthly payment amount
• Total cost over the lease term

Tips

• Update your profile — Your name, title, and contact information appear on every exported PDF. Keep your profile current.
• Review before sending — Always open the generated PDF and review it before sending to a customer.
• Use Bundle for archival — The Bundle option is great for keeping a complete set of documents for each quote.
• Cost column security — The cost column is intentionally hidden from customer-facing formats (Simple and Export). Only the Sales Report includes cost information. Never send a Sales Report to a customer.
• Formatting — Currency values are formatted with dollar signs and commas. Whole numbers omit the decimal places (e.g., "$1,000" instead of "$1,000.00"), while values with cents show two decimal places (e.g., "$1,000.50").

Sales Funnel

The Funnel page tracks sales leads through a multi-stage pipeline, from first contact to quote presentation. It helps you manage your active opportunities and see where each lead stands in the sales process.

Funnel List

Navigate to the Funnel tab (or press Ctrl+2) to see the funnel list view.

Viewing Leads

The list displays all active leads in a table with:

Filtering

Use the filter options to narrow the list by pipeline stage. You can view leads at specific stages or see all active leads at once.

Searching

Use the search bar to find leads by company name, contact name, or other fields.

Creating a New Lead

1. Click the New Lead button at the top of the list, or press Ctrl+Shift+N from anywhere in the app.
2. A dialog appears with fields for:

• Company name
• Contact person
• Opportunity value
• Probability percentage

1. Fill in the details and click Create.
2. The new lead opens in the editor.

Opening a Lead

Double-click any row in the list to open it in the editor, or right-click for context menu options (Open, Duplicate, Delete).

Pipeline Stages

The sales funnel tracks leads through 9 sequential stages:

Each stage is represented as a checkbox in the lead editor. Check a stage to mark it as complete.

Lead Editor

Opening a lead shows the full editor with several sections:

Pipeline Progress

At the top of the editor, a visual progress circle shows how many of the 9 stages have been completed. This gives you an at-a-glance view of how far along the lead is.

Below the progress indicator, the 9 stages are listed as checkboxes. Check each stage as you complete it.

Contact Information

Lead Details

Lead Log

A chronological activity log where you can record notes about interactions, meetings, and updates. Each entry is timestamped.

To add a log entry:

1. Type your note in the text area at the bottom of the log section.
2. Click Add or press Enter.
3. The entry is saved with the current date and time.

Assigned Sales Rep

A dropdown to assign or reassign the lead to a specific sales team member. This helps with workload distribution and accountability.

Actions

• Save — Saves all changes to the lead
• Back — Returns to the funnel list

Working with the Funnel

Typical Workflow

1. Create a lead when you identify a new sales opportunity.
2. Update the pipeline stages as you make progress (contacted → qualified → configuration → quote → presented).
3. Log activities to keep a record of interactions.
4. Update the value and probability as you learn more about the opportunity.
5. When the deal closes, it moves to the Sales page (see Closed Sales).

Tips

• Keep the lead log updated — A detailed activity history is invaluable for handoffs and follow-ups.
• Set realistic probabilities — Update the probability as the deal progresses. This helps with pipeline forecasting.
• Use expected close dates — Setting a target close date helps you prioritize your pipeline.
• Check stages in order — The pipeline stages are designed to follow a logical progression. Completing them in order ensures nothing is missed.

Closed Sales

The Sales page manages deals that have progressed past the quoting stage and are now in the post-sale process. It tracks payments, delivery, installation, and follow-through until the sale is fully complete.

Accessing Closed Sales

Navigate to the Sales tab (or press Ctrl+4) to view the sales list.

Sales List

The sales list shows closed deals in a table:

Filtering and Search

• Use filters to view sales at specific stages.
• Use the search bar to find deals by company name, contact, or ID.

Post-Sale Pipeline

Closed sales are tracked through 9 post-sale stages:

Each stage is a checkbox in the sales editor. Check stages as they are completed.

Sales Editor

The sales editor is similar to the funnel editor but uses the post-sale pipeline stages. It includes:

Pipeline Progress

A visual progress circle showing how many of the 9 post-sale stages are complete. The stage checkboxes are listed below for you to mark as each milestone is reached.

Contact Information

Same fields as the funnel editor — company name, contact person, email, and phone.

Deal Details

• Opportunity/sale value
• Probability (typically 100% for closed deals)
• Industry and expected close date
• Any additional details carried over from the funnel

Activity Log

Continue logging activities, notes, and communications throughout the post-sale process. Each entry is timestamped.

Assigned Sales Rep

Shows which team member owns this deal. Can be reassigned if needed.

Relationship to the Funnel

The Sales page and Funnel page share the same underlying data structure (leads), but operate in different modes:

• Funnel shows pre-sale leads (pipeline stages: contacted through emailed)
• Sales shows post-sale deals (pipeline stages: verbal through thank you)

When a lead progresses from the funnel to a closed sale, it transitions to the Sales view with the post-sale pipeline stages.

Tips

• Track payments carefully — The payment stages (Down Payment, Progress Payment, Final Payment) help ensure no payments are missed.
• Use the activity log — Document delivery dates, installation notes, and any issues that arise during fulfillment.
• Complete all stages — The thank you stage is a reminder to follow up after the sale, which helps with customer retention and referrals.
• Review periodically — Check the sales list regularly to identify any stalled deals that need attention.

Customers

The Customers page is the master database of all customer companies. Each customer record includes company information, a detailed profile, marketing and relationship data, associated contacts, and equipment.

Customers List

Navigate to the Customers tab (or press Ctrl+5) to see the customer list.

Viewing Customers

The list displays customers in a searchable table:

Data is loaded on demand — the list fetches from the server the first time you visit the page.

Searching

Type in the search bar to filter customers by company name. The search queries the server, so you can find customers even if they are not currently visible in the list.

Opening a Customer

Double-click any row to open the customer detail view.

Customer Detail View

The customer detail view has a tabbed interface with three main tabs and two sub-tabs.

Company Info Tab

Basic company and address information:

Profile Tab

Detailed company characteristics useful for sales targeting and account management:

Marketing Tab

Sales relationship and pipeline information:

Contacts Sub-Tab

Manage the contact persons associated with this customer. See Contacts for full details.

The contacts sub-tab shows a table of all contacts for this customer:

Actions:

• Add Contact — Opens a dialog to create a new contact for this customer
• Edit Contact — Double-click a contact to edit their details
• Delete Contact — Remove a contact
• Password Reset Email — Send a password reset link for the customer portal
• Magic Link Email — Send a one-time login link for the customer portal

Equipment Sub-Tab

Track equipment owned by this customer. See Equipment for full details.

The equipment sub-tab shows a table of all equipment for this customer:

Actions:

• Add Equipment — Opens a dialog to add equipment to this customer
• Edit Equipment — Double-click to edit equipment details
• Delete Equipment — Remove equipment record
• View Count History — See the full log of count readings over time

Saving Changes

Click the Save button to save any modifications to the customer record. All tabs (Company Info, Profile, Marketing) are saved together.

Tips

• Keep profiles complete — The Profile and Marketing tabs contain valuable information for sales targeting. The more complete these fields are, the better your team can serve the customer.
• Use the Marketing tab for follow-ups — The Next Follow-Up Date field helps you stay on top of customer outreach.
• Track lead sources — Recording how customers found you helps measure the effectiveness of your marketing efforts.
• Contacts and equipment are linked — Adding contacts and equipment through the customer detail view automatically associates them with this customer.
• Account status matters — Use Active for current customers, Prospect for potential customers you're pursuing, and Inactive for former customers.

Contacts

The Contacts page provides a global view of all customer contact persons across your entire customer database. You can also manage contacts directly from a customer's detail view.

Contacts List

Navigate to the Contacts tab (or press Ctrl+6) to see all contacts.

Viewing Contacts

The list displays all contacts across all customers:

Searching

Use the search bar to find contacts by name, email, or phone number. This searches across all customers, making it easy to find a specific person without knowing which company they belong to.

Contact Detail View

Open a contact by double-clicking their row in the list.

Contact Fields

Actions

At the bottom of the detail view, you have access to several actions:

Save — Saves any changes to the contact's information.

Delete Contact — Removes the contact permanently. Use with caution.

Send Password Reset Email — Sends a password reset link to the contact's email address. This is for resetting their credentials on the customer portal (the web-based customer interface), not for Quoteboard itself.

Send Magic Link Email — Sends a one-time login link to the contact's email address. Magic links let the contact sign in to the customer portal without needing to remember their password. The link expires after a single use.

Adding Contacts

Contacts are added through the customer detail view:

1. Navigate to Customers and open the customer record.
2. Go to the Contacts sub-tab.
3. Click Add Contact.
4. Fill in the contact's name, title, email, and phone.
5. Click Save.

The new contact is automatically associated with that customer.

Managing Contacts from the Customer View

You can perform all contact management directly from a customer's detail view without leaving the customer page:

• View the contacts table in the Contacts sub-tab
• Add new contacts
• Edit existing contacts (double-click)
• Delete contacts
• Send password resets and magic links

This is often more convenient than using the global Contacts page when you are already working with a specific customer.

Customer Portal Actions

Password Reset Email

When you click Send Password Reset Email:

1. An email is sent to the contact's email address.
2. The email contains a link to reset their customer portal password.
3. The contact clicks the link and sets a new password.
4. This only affects their customer portal login — it has no effect on Quoteboard accounts.

Use this when a customer contact has forgotten their portal password or when setting up portal access for the first time.

Magic Link Email

When you click Send Magic Link Email:

1. An email is sent to the contact's email address.
2. The email contains a one-time login link.
3. The contact clicks the link and is signed into the customer portal automatically.
4. The link expires after one use.

Use this for quick portal access when the contact doesn't want to set up or remember a password, or for one-time access needs.

Tips

• Use the global Contacts page to search — When you need to find a specific person but don't remember which company they work for, the global search is the fastest way.
• Use the customer's Contacts sub-tab for management — When working with a specific customer's team, managing contacts from their customer record keeps everything in context.
• Keep contact information current — Outdated email addresses will cause password reset and magic link emails to fail.
• Portal actions require valid emails — Password reset and magic link features send emails, so the contact must have a valid email address on file.

Equipment

The Equipment page tracks all customer-owned equipment, including serial numbers, current meter readings, and historical count data. Equipment records are associated with specific customers.

Equipment List

Navigate to the Equipment tab (or press Ctrl+7) to see all equipment across all customers.

Viewing Equipment

The list displays all equipment records:

Searching

Use the search bar to search across all equipment fields — make, model, serial number, customer name, and notes.

Equipment Detail View

Open an equipment record by double-clicking its row in the list.

Equipment Fields

Count History

For existing equipment, the detail view includes a Count History section. This is a log of all meter readings or count updates recorded over time.

Count History Table

Adding a Count

1. Click the Add Count button in the count history section.
2. A dialog appears with fields for:

• Count — The new meter reading
• Notes — Optional notes about this reading (e.g., "Monthly meter read", "After maintenance")

1. Enter the values and click Save.
2. The new count appears in the history log with the current date.
3. The Current Count field on the equipment record is updated to reflect the latest reading.

Deleting a Count

1. Select a count entry in the history table.
2. Click the Delete Count button.
3. The entry is removed from the log.

Note: Deleting a count entry does not automatically recalculate the "Current Count" field. If you delete the most recent entry, the current count may need to be updated by adding a corrected entry.

Adding Equipment

Equipment is added through the customer detail view:

1. Navigate to Customers and open the customer record.
2. Go to the Equipment sub-tab.
3. Click Add Equipment.
4. Fill in the make, model, serial number, initial count, and any notes.
5. Click Save.

The equipment is automatically associated with that customer.

Managing Equipment from the Customer View

You can manage all equipment directly from the customer's detail view:

• View the equipment table in the Equipment sub-tab
• Add new equipment
• Edit equipment details (double-click)
• Delete equipment
• View and manage count history

Related Items

Equipment records may have related items in the task tracking system, such as service tickets, maintenance records, or other linked data. These relationships are maintained on the server and provide context for the equipment's history.

Use Cases

Meter Readings

For equipment with meters (e.g., printing presses, copiers), use the count history to track meter readings over time. Record readings at regular intervals (monthly, quarterly) to:

• Monitor equipment usage
• Plan maintenance schedules
• Provide accurate data for service agreements

Asset Tracking

Use equipment records to maintain a complete inventory of what each customer owns. This helps with:

• Identifying upgrade opportunities
• Planning replacement timelines
• Supporting trade-in valuations on quotes

Service History Context

When combined with the task tracking system, equipment records provide context for service calls and maintenance. The related items feature links equipment to its service history.

Tips

• Record counts regularly — Consistent meter readings create a reliable usage history that supports service planning and sales conversations.
• Include notes with counts — Adding context to count entries (e.g., "Post-maintenance check", "Annual audit") makes the history more useful.
• Use serial numbers — Always record serial numbers accurately. They are essential for warranty lookups, service coordination, and trade-in processing.
• Search globally — The Equipment page search works across all customers, so you can quickly find a specific machine by serial number without knowing which customer owns it.

Vendors

The Vendors page manages your supplier and vendor database. Use it to keep track of the companies you purchase from, including their contact information and notes.

Vendors List

Navigate to the Vendors tab (or press Ctrl+8) to see the vendor list.

Viewing Vendors

The list displays vendors in a searchable table:

Data is loaded on demand — the list fetches from the server the first time you visit the page.

Searching

Use the search bar to filter vendors by name, contact, or other fields.

Creating a New Vendor

1. Click the New Vendor button at the top of the list.
2. The vendor detail view opens with empty fields.
3. Fill in the vendor's information.
4. Click Save.

Vendor Detail View

Open a vendor by double-clicking their row in the list.

Vendor Fields

Actions

• Save — Saves changes to the vendor record
• Delete — Removes the vendor from the database
• Back — Returns to the vendor list

Tips

• Keep vendor records updated — Accurate contact information ensures you can reach suppliers quickly when placing orders.
• Use the notes field — Record payment terms, minimum order quantities, lead times, and other important details that your team needs to reference.
• Search for vendors — When creating quotes that involve specific suppliers, use the vendor search to quickly look up contact details and ordering information.

Notifications

Quoteboard includes a real-time notification system that keeps you informed about changes and activity across the application. Notifications are delivered automatically from the server and displayed in the notification panel.

Notification Bell

The notification bell icon is located in the top-right area of the header bar, to the left of the theme toggle and settings buttons.

• When you have unread notifications, a red badge appears on the bell showing the count.
• When all notifications are read, the badge disappears.

Click the bell to open the notification panel.

Notification Panel

The notification panel is a dropdown that appears below the bell icon. It shows your recent notifications in a scrollable list, with the newest notifications at the top.

Notification Display

Each notification shows:

Notification Types

Notifications are generated for various events:

Managing Notifications

Mark a single notification as read:

• Click the checkmark button on the notification. The notification's visual style changes to indicate it has been read.

Delete a single notification:

• Click the X button on the notification. The notification is removed from your list.

Mark all notifications as read:

• Click the Mark All as Read button at the top or bottom of the notification panel. All unread notifications are marked as read and the badge count resets.

Notification Limits

The notification panel caches up to 200 notifications locally. Older notifications beyond this limit are not displayed but may still exist on the server.

Background Polling

Quoteboard checks for new notifications automatically in the background:

• The application polls the server every 10 seconds for new notifications.
• New notifications appear in the panel without any action required from you.
• The badge count updates automatically.
• You do not need to refresh or reopen the panel to see new notifications.

Tips

• Check the bell regularly — The red badge makes it easy to spot unread notifications at a glance.
• Mark as read to stay organized — Clear notifications as you address them so the unread count reflects items that truly need your attention.
• Use Mark All as Read for cleanup — If you've been away and have many notifications, this quickly resets your notification state.
• Notifications reflect team activity — If other team members are making changes to shared records (quotes, leads, customers), you'll be notified so you can stay in sync.

Themes and Appearance

Quoteboard features a modern theme system with dark and light modes, inspired by the Catppuccin color palette. You can switch themes at any time, and your preference is saved across sessions.

Theme Modes

There are three theme modes:

Switching Themes

You can switch themes in several ways:

Header Bar Toggle

Click the theme toggle button in the header bar (top-right area). It shows:

• A sun icon when in dark mode (click to switch to light)
• A moon icon when in light mode (click to switch to dark)

This toggle switches directly between dark and light mode.

Menu Bar

Go to View → Appearance in the menu bar and select:

• System
• Light
• Dark

Login Window

The theme toggle is also available on the login window (top-right corner), so you can set your preferred theme before logging in.

Settings Dialog

Open Settings → Preferences tab and select your theme from the theme selector.

Theme Persistence

Your theme choice is saved to settings.json in your configuration directory. When you restart Quoteboard, it remembers your last selected theme.

Color Palettes

Dark Mode Colors

Light Mode Colors

Theme-Aware Elements

The theme affects the entire application:

• All windows and dialogs — Background colors, text colors, and borders adjust.
• Navigation tabs — Active tab highlighting changes.
• Tables — Row colors, header backgrounds, and selection colors adjust.
• Forms — Input fields, dropdowns, spinboxes, and buttons all reflect the theme.
• Line items table — The four color-coded column groups (MSRP, Markup, Discount, Cost) adjust their background tints for readability in both themes.
• Notification panel — Item backgrounds and button colors adapt.
• Status bar — Connection indicator and version text adjust.
• Your company logo — Automatically switches between light and dark logo variants.
• PDF exports — PDF documents use their own fixed styling and are not affected by your theme choice.

System Theme Detection

When set to "System" mode:

• Windows: Quoteboard reads the Windows registry to detect whether you are using light or dark mode in Windows Settings.
• macOS / Linux: Quoteboard checks the system palette brightness to determine the appropriate mode.
• If detection fails, the application defaults to dark mode.

Tips

• Try both themes — Each has been designed for comfort and readability. Use the one that works best for your environment.
• System mode is convenient — If you change your OS appearance settings throughout the day (e.g., dark mode at night), System mode keeps Quoteboard in sync automatically.
• The toggle is always accessible — Whether you're on the login screen or deep in a quote editor, the theme toggle in the header bar lets you switch instantly.

User Settings

The Settings dialog lets you manage your profile, preferences, security, and view application information. Open it from the settings button (gear icon or profile picture) in the header bar, then click User Settings.

Profile Tab

Manage your personal information and profile picture.

Personal Information

Your name and title appear on exported PDF quotes in the "From" section, so keep this information accurate and professional.

Profile Picture

Upload a photo that appears as your avatar throughout the application (in the header bar settings button, on notifications, etc.).

Uploading a profile picture:

1. Click the Upload Picture button.
2. Select an image file from your computer.
3. A crop tool appears:

• Zoom slider — Adjust the zoom level to crop your image
• Drag to position — Click and drag the image within the circular crop area to position it

1. The preview shows how your picture will look as a circular avatar.
2. Click Save to upload.

Removing a profile picture:

1. Click the Remove Picture button.
2. Your avatar reverts to a default icon or your initials.

Preferences Tab

Configure application behavior.

Theme Selection

Choose your visual theme:

• System — Matches your operating system's light/dark mode
• Light — Always use the light theme
• Dark — Always use the dark theme

See Themes and Appearance for more details.

Notification Settings

Configure how notifications are delivered and displayed. Options may include notification frequency and which types of events generate notifications.

Security Tab

Manage your password and login sessions.

Change Password

To change your Quoteboard password:

1. Enter your Current Password.
2. Enter your New Password.
3. Enter your new password again in the Confirm Password field.
4. Click Change Password.

The password change takes effect immediately. Your current session remains active.

Saved Sessions

View a list of your active login sessions. If you are logged in on multiple devices or applications, each session appears in the list.

• Click Log Out next to a session to revoke it.
• This is useful if you suspect unauthorized access or want to clean up old sessions.

Saved Credentials

If you previously checked "Remember Password" on the login screen, your credentials are stored in the OS keyring.

To remove saved credentials, you can:

• Uncheck "Remember Password" on the login screen before your next login
• Manually remove the "Quoteboard" entry from your OS credential manager (Windows Credential Manager, macOS Keychain, etc.)

About Tab

View information about the application:

Closing Settings

Click the Close button at the bottom of the dialog to return to the application. Changes to your profile are saved when you click save within each section.

Tips

• Update your profile for PDFs — Your Full Name, title, email, and phone number appear on exported PDF quotes. Keeping these accurate ensures professional-looking proposals.
• Upload a clear photo — Your profile picture appears as a small circle in the header bar. A clear headshot works best.
• Change your password periodically — Regular password changes improve account security, especially if multiple people share access to your workstation.
• Review active sessions — If you see sessions you don't recognize, log them out immediately and change your password.

Administration

The Admin dialog provides system management tools for administrator users. It is accessible from the settings menu in the header bar (click Admin Settings) or from Help → Admin Settings in the menu bar.

Only users with administrator privileges can access the Admin dialog. If you do not see the Admin Settings option, you do not have admin access. Contact your system administrator to request it.

Users Tab

Manage user accounts for the Quoteboard system.

Viewing Users

The users list shows all accounts:

Click Refresh to reload the user list from the server.

Adding a User

1. Click the Add User button.
2. Enter the new user's username (typically their email address).
3. Enter a temporary password for the account.
4. Click Create.
5. Share the credentials with the new user. They should change their password after first login (via Settings → Security).

Deleting a User

1. Select the user in the list.
2. Click Delete User.
3. Confirm the deletion when prompted.

Deleting a user removes their account permanently. Any records they created (quotes, leads, etc.) remain in the system and can be reassigned.

Trash Tab

Manage deleted items. When records are deleted in Quoteboard, they are soft-deleted (moved to trash) rather than permanently removed. This allows recovery of accidentally deleted data.

Viewing Trash

The trash list shows all deleted items across the system:

Click Refresh to reload the trash list.

Restoring Items

1. Select an item in the trash list.
2. Click Restore.
3. The item is undeleted and returns to its original location.

Restored items retain all their original data, including associated records (e.g., a restored customer retains their contacts and equipment).

Permanently Deleting Items

1. Select an item in the trash list.
2. Click Delete Forever.
3. Confirm the permanent deletion.

Permanent deletion cannot be undone. The record and its data are removed from the database entirely.

Emptying Trash

Click Empty Trash to permanently delete all items in the trash at once. This is useful for periodic cleanup but should be used with caution since it cannot be undone.

Logs Tab

View server activity logs for troubleshooting and monitoring.

Log Viewer

The log viewer displays the last 200 lines of the server log. Logs include:

• API requests and responses
• Authentication events (logins, logouts, token refreshes)
• Error messages and warnings
• System events

Click Refresh to load the latest log entries.

Using Logs

Logs are helpful for:

• Troubleshooting errors — If a user reports a problem, check the logs around the time of the incident.
• Monitoring activity — See who is using the system and what actions they are performing.
• Security auditing — Review login attempts and access patterns.

Info Tab

View technical information about the server and system.

SSL Certificate Info

Monitor the expiration date to ensure the SSL certificate is renewed before it expires.

Database Schema Status

Shows the current state of database migrations. This tells you whether the database schema is up to date with the server software version. If migrations are pending, the server administrator may need to run them.

Server Version

The version number of the Corejobtrack server.

Defaults Tab

Configure system-wide default settings.

Ticket Color Defaults

Customize the default colors used for tickets in the task tracking system:

1. Click the color swatch next to a ticket type or priority.
2. A color picker appears.
3. Select the desired color.
4. Click Save to apply the changes.

Color changes affect how tickets are displayed across the entire system, not just for your account.

Lease Rate Management

Administrators can manage lease rate tables that are used by the Financing Panel in the quote editor. Access this from the Database menu in the menu bar.

Lease Rates Dialog

The lease rates dialog lets you view, add, edit, and delete lease rates.

Viewing Rates

The rates table shows:

Adding a Rate

1. Click Add Rate.
2. Fill in partner, lease type, term length, rate factor, and price range.
3. Click Save.

Editing a Rate

1. Double-click a rate in the table.
2. Modify the fields.
3. Click Save.

Deleting a Rate

1. Select a rate.
2. Click Delete.

Bulk Import

For large rate table updates:

1. Click Bulk Import.
2. Provide the rate data (typically from a leasing partner's rate sheet).
3. The system imports all rates at once.

Note: Bulk import may clear existing rates for the selected partner before importing the new set.

Dropdown Choices Management

Administrators can customize the dropdown options available in quote fields. Access this from the Database menu.

Dropdown Choices Dialog

1. Select the field name you want to customize.
2. The current options are displayed as a list of key-value pairs.
3. Add, edit, or remove options as needed.
4. Click Save to apply changes.

Changes affect all users immediately. Updated dropdown options will appear the next time a user opens a quote editor.

Tips

• Add users promptly — New team members need accounts to access the system. Create their account and share temporary credentials.
• Review trash regularly — Items in trash consume storage. Periodically review and permanently delete items that are no longer needed.
• Monitor SSL expiration — Set a reminder to renew the SSL certificate before it expires to avoid connection issues.
• Use logs for troubleshooting — When users report issues, the server logs are the first place to look for error details.
• Be careful with Empty Trash — This permanently deletes everything in the trash. Make sure nothing needs to be recovered first.
• Keep lease rates current — When leasing partners update their rate sheets, update the rates in Quoteboard promptly so quotes reflect accurate financing options.