Your admin dashboard

Visit /admin after signing in. This page is your daily home base: organization-wide stats, a client list with Cards and Rows layouts, and archived clients.

The org-wide stat row

Eleven at-a-glance numbers across the top, in money-flow order: who's working, what's collected, what's owed, what needs action.

Card	What it counts	Color cue
Clients	Total active clients in your org. Sub-line shows how many haven't onboarded to the portal yet.	Neutral
Clients Working Now	Active clients with a running project timer. This is a client count, not the number of individual sessions.	Green when running
Total Collected	Lifetime recorded payments across clients, net of refunds. Use the client's billing ledger to inspect the underlying history.	Green when there's revenue
Total Spent on Jobs	Lifetime job costs, from the bank charges you've sorted onto jobs in Codex. The sub-line notes any overhead tracked separately. Shows a dash until you sort bank charges in Codex.	Neutral
Taxes Collected (YTD)	Recorded tax from paid invoices this calendar year; the sub-line shows the lifetime total. The card separately shows the saved invoice-calculation preference, Stripe Tax setup check, and sandbox/live mode. Configured setup does not guarantee tax on every invoice; unavailable checks never count as ready. Open the card for setup guidance. This is a tracking figure, not a filing calculation or proof that funds have actually been set aside.	Amber when positive
Outstanding	Open invoices the customer can pay right now (Stripe status `open`, `payment_failed`, or `payment_action_required`) minus any partial payments. Does NOT include draft completion invoices waiting on you to send.	Red when there's a balance
Balance Pending	Draft completion invoices waiting for you to click Finalize & Send. The amount moves to Outstanding once you send. Click the card to see the list and jump into the contract page.	Yellow when there's a draft queued
Approvals Needed	Billable work currently blocked because a budget/overage/surcharge approval is pending. Until the client approves, the related project can't accrue billable hours.	Red when > 0
Open Quotes	Dollar value of quotes sent but not yet accepted, declined, or expired. Revenue waiting on a signature. Sub-line shows how many distinct quotes are pending.	Yellow when there are open quotes
Surcharges /mo	Monthly run-rate of active recurring surcharges across every project. Quarterly fees get divided by 3, annual by 12, so everything reads as $/month. One-time fees aren't counted here.	Green when there's recurring revenue
Codex	How many jobs are open in Codex right now. The Codex Jobs page breaks each job down into billed, collected, and owed.	Neutral

Financial totals include archived clients' history; operational counts such as Clients Working Now and Approvals Needed concern active clients. Total Spent on Jobs uses posted bank charges categorized as job costs, not every manually recorded expense. Open the relevant ledger/report before treating these summary cards as a complete accounting reconciliation.

The client list

Choose Cards for expanded client summaries or Rows for a compact table. Your choice is saved in this browser when browser storage is available. Both show the same clients and eight metrics: Outstanding, Pending (Balance Pending on cards), Open quotes, Unbilled, Surcharge /mo, Collected, Hours, and Budget.

Select the client's name to open their workspace. Actions provides billing/invoice, workspace, and archive shortcuts. Work provides start/stop controls: starting selects the project/billing mode, while stopping asks for a work note. Opening a menu is not the same as starting a timer or sending an invoice.

A search box sits above the list. Type part of a name or email to narrow it down.

The shared money metrics are client-scoped. Unbilled estimates eligible logged work not invoiced yet (excluding deposits, flat-fee invoices, and surcharges); Hours counts billable sessions; Budget shows usage of combined project budgets. Hover the column/category help to read the definition. Row values are centered and color-coded on the numbers, not as colored boxes; labels remain available without relying on color.

The New menu (top right)

The New menu has five actions: Add client, Send quote, Service plans, Send invoice, and Record a payment. Send invoice requests payment; Record a payment records money already received, such as cash/check. The hints explain the distinction.

What to do with each color

Red (Outstanding, Approvals Needed): clear it. Each red card represents money you're owed or work that's stuck waiting on a client decision.
Yellow (Balance Pending, Open Quotes): chase it. These are dollars almost yours if you take one more action (send the draft, follow up on the quote).
Green (Clients Working Now, Total Collected, Surcharges /mo): activity and revenue context, not a request to take action.
Neutral (Clients, Total Spent on Jobs, Codex): context, not signal.

Pending invoices banner

If you have draft completion invoices that need finalizing, a banner appears above the stat row listing them by client + project. Click any row to jump into the contract page where the Finalize & Send button lives.

Health alerts

Sometimes work on a client is blocked because of an approval state, a missing onboarding step, or an expired contract. Those alerts show up as a list under the Usage Monitor dropdown at the top right. Click any alert to jump to where it can be resolved.

Your day

The dashboard shows the numbers. Your day at /admin/insights combines the former Action Center with the advisor. Needs doing contains detected tasks that clear when their underlying state is resolved. Worth knowing and the recommendation groups contain patterns and suggested next steps you can review or dismiss. The older /admin/action-center address redirects here. Neither section guarantees that every task in your business has been captured.

Items come from real state in your account:

Payment failed and invoice overdue on any client.
New lead from your website that nobody has touched yet.
Follow-up due on a lead where you set a next action and the date passed.
Lead going cold: a lead you've worked but haven't touched in a while, with no next action set.
Quote never opened and quote expiring soon with no answer.
Cancellation request from a client, waiting for your review.
Countersign needed and changes requested on documents.
Calendar events that failed to sync.

Needs doing items are not manually marked done: they clear after the underlying condition resolves and the queue refreshes. If you cannot deal with something today, Snooze it for a day or a week. Snoozing is personal, so an item you snooze stays visible to your teammates. Advisor recommendations have their own controls; dismissing a recommendation does not resolve a real unpaid invoice.

Unread task items carry a New pill and contribute to the badge on Your day in the navigation. Read state is per person. A written briefing needs a configured AI provider; suggested email drafts remain drafts until reviewed and approved.

The Activity tab

The page navigation has Your day and Activity log at /admin/activity. The log is a searchable, filterable record of captured events such as quotes sent, payments received, and settings changes. It is not a guarantee that every possible account action emits an event. See Daily briefing and priorities for the advisor workflow.

Automations: tuning the nudges

Three task nudges are yours to tune at /admin/settings/automations:

Stale lead reminder: how many days a worked lead can sit untouched, with no next action, before it shows up as going cold. Default 3.
Unopened quote reminder: how many days after sending before an unopened quote gets flagged. Default 3.
Expiring quote reminder: how far ahead to warn about a quote that expires unanswered. Default 7.

Setting any of these to 0 turns that nudge off.

There is one more recipe on that page, and it is the only one that emails anyone outside your team: the lead acknowledgement email, a short branded "we got your request" reply to new website leads. It is off by default and stays off until you turn it on. It sends once per lead and never to submissions caught by the spam filter.

Contacts and Email

Two tabs in the nav keep people and correspondence close at hand:

Contacts at /admin/contacts is your address book, grouped by client. Every client starts with themselves as the primary contact; add the office manager, spouse, or foreman with a role, email, and phone so the right person is one tap away (numbers are tap-to-call, addresses tap-to-email). Each client's page also shows their people in a card.
Email at /admin/email provides Inbox, Starred, Snoozed, Important, Sent, Drafts, All Mail, Spam, and Trash. Open a captured conversation to read or reply; remote images remain hidden until allowed. Compose supports saved addresses, attachments, and draft saving. Sent-mail records show available delivery information, not proof that a person read the email. The visible hub requires a verified email-sending domain. Before verification, supported thread replies can still be stored and forwarded, but the hub shows setup steps. Delivery, forwarding, and notifications depend on provider/configuration health; check the mailbox and status when an important reply is missing.

Text messages

Settings → Text Messages turns on optional text notifications from the portal, sent from one shared number. It is off until you switch it on, and nothing is required to keep using the rest of the portal.

Two kinds:

Texts to you (admin alerts) require your own account-alert consent and a verified destination. Choose supported alerts such as new leads, payments, signatures, and the morning summary.
Texts to clients require that recipient's current, phone-bound SMS consent; the admin's consent does not cover clients. Supported types include invoice-due, quote-ready, and a job-complete review request. A job completion can queue a thank-you/review text when that type, recipient, and configured review link are eligible. It is not a promise that every completion sends a text. Appointment reminders are currently labeled Coming soon.

Set your Google review link, mobile, timezone, and quiet hours on that page. Sending also depends on platform/provider readiness, the organization switch, per-type preference, opt-out status, valid numbers, and limits. Quiet hours and retry rules can delay or skip sends. Clients can reply STOP to opt out. Some types default on after enabling SMS, but required consent confirmations are not ordinary preference toggles. See Text messages for the separate owner/client opt-in and readiness checks.

Search everything with Cmd+K

Press Cmd+K (Ctrl+K on Windows) anywhere in the admin portal to open search. Type a few letters and it finds, in one list:

Pages: supported admin destinations, by name or what they do.
Clients: by name or email, jumping straight to their workspace.
Leads, projects, quotes and contracts, invoices, and client requests, each linking to the right record.
Activity: matching entries from the activity log.

Arrow keys move the selection, Enter opens it. It is usually the fastest way to get anywhere.

Finding your way

Cmd+K is the quick route when you can name what you want. To browse, open the site map: a searchable map of user-facing admin, client-portal, and public destinations. Record-specific routes lead to a parent list where you choose a real record; they do not open placeholder IDs. Internal/provider callback routes are excluded, and normal sign-in and role permissions still apply.