Administration overview
Content owner: Quote Control product. Last reviewed: 20 September 2026.
Company administrators use Administration to manage users, company identity, quotation policy, reference records, commercial controls and audit data. Estimators and independent checkers cannot change company configuration.
Choose a settings area
Section titled “Choose a settings area”| Group | Destination | Use it to | Guide |
|---|---|---|---|
| Company | Team | Create users, assign roles and manage access | Team administration |
| Company | Company profile | Maintain identity, contact details and the customer-document logo | Company settings |
| Company | Company settings | Publish quotation policy, visibility, modules, numbering and terminology | Company settings |
| Quotation setup | Controls | Publish thresholds, VAT and the default parts mark-up | Commercial controls and payment terms |
| Quotation setup | Work types | Maintain quotation classifications | Work types and caveats |
| Quotation setup | Caveats | Maintain customer wording and structured triggers | Work types and caveats |
| Quotation setup | Payment terms | Publish customer wording for new quotation PDFs | Commercial controls and payment terms |
| Quotation setup | Handover checklists | Publish order controls and sign-off rules | Handover checklists |
| Catalogues | Reference data | Maintain customers, suppliers, sites and material rate cards | Reference data |
| Catalogues | Company part mappings | Save verified public replacement identities and review prior conditions. | Company part mappings |
| Catalogues | Labour rates | Maintain controlled labour costs and selling prices | Labour rates |
| AI and connections | Integrations | Connect the company’s OpenAI project | OpenAI connection |
| AI and connections | Report feedback | Review private report accuracy feedback when report import is enabled | Private report feedback |
| Operations | Pilot usage | Review active-user, storage and AI-operation limits | Pilot limits |
| Operations | Audit | Review material actions and export company records | Audit and exports |
When changes take effect
Section titled “When changes take effect”Quote Control uses different change models to protect work that has already been prepared, submitted or issued.
| Change category | Administration area | Effect |
|---|---|---|
| Immediate account or connection change | Team | Role, access and session changes are enforced by the server. They do not create a policy version. |
| Immediate account or connection change | Integrations | A verified OpenAI key replaces the current connection. Saved quotations and earlier traces remain unchanged. |
| Future-document identity change | Company profile | Saved identity changes are used by future quotation PDFs. Existing issued PDFs remain unchanged. |
| Versioned publication | Company settings | New drafts and revisions use the new policy version. Submitted revisions retain the policy version used at submission. |
| Versioned publication | Controls and Payment terms; Work types and Caveats | Publication creates a new control version. Historical revisions retain their original controls and customer documents. |
| Versioned publication | Handover checklists | New orders can select the current published version. Existing orders keep the exact version selected when they started. |
| Master-data change with stored snapshot | Reference data | Future selections use amended master records. Existing quotations retain their saved customer, site, supplier and commercial details. |
| Master-data change with stored snapshot | Labour rates | New quotation lines use amended rates. Saved quotation lines retain their commercial snapshot. |
| Dated public suggestion | Company part mappings | Edits and deactivation affect new suggestions and block stale pending applications. Already accepted quotation evidence keeps its saved facts. |
| Read-only information or export | Pilot usage and Audit | Viewing usage, filtering audit history or exporting data does not change company configuration. |
A policy version records operational company preferences. A control version records commercial rules, work types, payment terms and caveats. A snapshot is a saved copy of selected information or commercial values. A submitted revision keeps the versions it was reviewed against, and an issued PDF remains the historical customer document.
Before you save or publish
Section titled “Before you save or publish”- Check that you are changing the intended company record or control.
- Review the Effect on existing work section in the relevant guide.
- Confirm customer wording, thresholds and prices with the authorised company owner.
- Save or publish once. If Quote Control reports that another administrator changed the current version, reload it and review the newer values before trying again.