Your admin dashboard
Visit /admin after signing in. This page is your daily home base. The top of the page is an org-wide stat row, then a client list with per-client cards, then your 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 |
| Active Sessions | Work sessions currently running across all clients. Sub-line names how many clients are on the clock right now. | Green when running |
| Total Collected | Lifetime sum of every payment received across every client. Pulled from BillingSnapshot.amountPaidCents. Refunds are not subtracted here (those show separately on the payment history page). | 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) | Sales tax collected this calendar year via Stripe automatic tax, summed from each paid invoice; the sub-line shows the lifetime total. This is money you've set aside to remit, not revenue. Reads $0 until automatic tax is turned on and a taxed invoice is paid. | Amber when there's tax to remit |
| 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 |
The client list
Below the stat row is a card per client with name, onboarding status, working status, and seven mini-stats (Outstanding, Balance Pending, Open Quotes, Unbilled, Surcharges /mo, Hours, Budget). Click anywhere on a card to drop into that client's workspace.
The mini-stats use the same definitions as the org-wide row but scoped to that single client. Hover any stat to read the full description.
The New menu (top right)
Next to the notifications bell is a New menu with the four create actions: Add client (manual setup, no signature), Send quote (the customer signs a priced agreement), Service plans, and Send invoice (bill any email a one-off amount). The hint under each item spells out the difference.
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 (Active Sessions, Total Collected, Surcharges /mo): keep doing whatever's working. These are revenue indicators, not action items.
- 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.
The Action Center
The dashboard shows the numbers. The Action Center at /admin/action-center turns them into a to-do list: everything that needs a decision or a follow-up, in one place, sorted into Needs action now (failed payments, cancellation requests) and Needs attention (everything else).
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.
You never mark these done. Each item clears itself when the underlying work is finished: pay the invoice and the item goes, reply to the lead and move it along the pipeline and the nudge disappears. If you can't 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.
Unread items carry a New pill and add to the badge on the Action Center entry in the nav. Read state is also per person: opening the page marks items read for you without touching anyone else's badge.
The Activity tab
The Action Center has two tabs: Needs action and Activity log. The activity log at /admin/activity is the other side of the same coin. The first tab is what still needs you; the log is the running record of everything that already happened in the account (quotes sent, payments received, settings changed, and so on), searchable and filterable. Both tabs are plain pages, so links to either keep working.
Automations: tuning the nudges
Three of the Action Center's 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 is your email hub. The Inbox shows client replies to email you sent from here, with an unread badge on the nav and a notification when one arrives. The sent log shows every email the portal has sent for you (invites, invoices, quote links, reminders) with its delivery status, filterable by client. The Compose button sends a one-off message to a client or one of their saved contacts. It goes out with your business name and logo. When a client replies, the reply lands in the Inbox here and a copy is forwarded to your own mailbox, so you never miss it.
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: any admin page, by name or by what it does.
- 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. When you would rather browse, open the built-in site map at /admin/sitemap: a searchable list of every page in the portal, grouped into admin, client portal, and public, each with a one-line description of what it does. Click any entry to jump straight there.