Admin & settings
Your business, team and roles, approvals, integrations, reporting and security.
- Find your way around Settings — Settings (avatar menu → Settings) is grouped by what you're setting up. Here is every section, what it controls, and the settings that live elsewhere.
- Business details and branding — Your business name, ABN, contact details, address, timezone, tax rate and vehicle catalogue, plus the logo and brand colour your customers see.
- Currencies: buying in another currency — Set the exchange rates used to cost products you buy in other currencies: live rates plus your bank's margin, or a fixed rate, and re-price everything in one go.
- Billing & plan: your subscription and add-ons — Choose a plan, subscribe, add or remove add-ons and update your card. Add-ons that aren't paid for switch off when billing starts; nothing is deleted.
- Invite your team and manage their logins — Send an invite link with a role, edit someone's role, department and manager, and deactivate or delete a login when someone leaves.
- Roles and permissions: who can see and do what — Each person has one role. Settings → Roles is a grid of ticks deciding what each role can see and do, including whether it sees costs, margins and labour rates.
- Approvals: everything waiting for your sign-off — One list of everything waiting for you to approve: quotes, purchase orders, invoices, new products, stock counts over the limit, leave and BOM changes. Approve or reject right there, or open the record first.
- Approval settings: what needs sign-off, and who signs it off — Settings → Approvals lists every approval BuildTrack has with its real setting. Quote approval, the PO approval limit and the stock count limit are changed right there; products, invoices, leave and BOM changes say how they work and who approves them.
- Modules & flow: switch areas on and choose how a sale flows — Switch the Workshop module off if you never fit anything, and choose what an accepted quote turns into: a sales order, an invoice, or either by quote type.
- Notifications: the bell, push, and who gets what — Everything that needs you lands in the bell. Turn on push to get it on your phone or desktop too. Order alerts, daily emails, reports and customer messages each have their own settings.
- AI usage: switch AI on or off and cap the spend — AI features (receptionist, quote assistant, follow-ups, insights, the Home briefing) are pay-as-you-go. Switch them all off, or set a monthly limit in AUD.
- Security: your password and two-step sign-in — Change your password and add an authenticator app so a stolen password alone can't get in. Owners can require two-step sign-in for every owner and admin.
- Audit log: who changed what — Every significant change across the business: who did it, when, and what changed. Permission, team, billing, integration, invoice and payment changes are recorded by the server, so they can't be skipped.
- Support access: let BuildTrack support sign in — Choose whether BuildTrack support may sign in as one of your team to see what they see. Every sign-in needs a reason, is logged, and emails your owners.
- Create a second business — Owners and admins can create another, separate business from the avatar menu, copy team members across, and switch between businesses without signing out.
- Search everything (⌘K) and get help — Press ⌘K or Ctrl+K to jump to any page or find a customer, part, job, quote or invoice. Press ? for the Help panel, or open the full Help centre to browse every guide.
- Your Home page: widgets, layout and the morning briefing — Home is yours to arrange: add, move and resize widgets with Customise. Admins set the starting layout for each role under Settings → Home layouts.
- Reporting: every report and what it shows — Reporting covers executive, sales, online store, finance, revenue, workshop, inventory and stock valuation, orders, purchasing, tasks, technicians, workshop hours, tickets and retention, plus scheduled emails and your own dashboards.
- Scheduled reports and alerts — Have the numbers emailed to you: digests daily, weekly or monthly; alerts when a figure crosses a line; and a daily list of yesterday's quotes to chase.
- Build your own dashboard — Reporting → Custom: put the reports you use on one board, or build a chart of your own from invoices, payments, quotes, deals, jobs, POs, stock or tasks. Keep it private or share it with the team.
- Support tickets (your customer helpdesk) — Track customer issues from the portal, the dealer portal or staff: stages, priority, assignee, SLA, saved replies and knowledge-base links.
- Your knowledge base (for your customers) — Write articles for your staff, portal customers or a public help centre, and keep a document library you can share with customers. Articles also ground the AI's answers and deflect tickets.
- Contact BuildTrack support — Raise a bug, question or request with the BuildTrack team from inside the app, and follow the conversation there.
- Integrations: everything BuildTrack connects to — Every connection in one place: Xero or QuickBooks, Stripe, Shopify, SMS and phone, Facebook & Instagram, Gmail and your domain, freight carriers, calendars, supplier feeds, the API and sync rules.
- Stripe card payments — Connect your own Stripe account, then choose where customers can pay by card: the Showroom POS, invoices, the customer portal, quote deposits and the dealer portal.
- QuickBooks Online (US) — For US businesses: approved invoices, customers, products, payments and credit memos go to QuickBooks Online, POs go as bills, and payments made in QuickBooks come back.
- Email: connect Gmail and your own domain — Each person connects their own Gmail to send from it and log customer emails. Connect your domain once so BuildTrack's emails, customer links and portals use your own address.
- SMS, calls and customer notifications — Turn on texting (shared number or your own), connect your phone system, choose when the AI answers, and switch on automatic customer texts and emails: booking confirmed, job ready, review invites and quote reminders.
- Connect Facebook & Instagram — Connect your Facebook Page and Instagram account so Messenger and Instagram DMs arrive in the Inbox, each new conversation creating a contact and a follow-up task.
- Freight carriers: live prices, booking and labels — Connect a carrier and Add freight on quotes, sales orders and invoices shows its live prices. Pack to the Future connects in one click; the others take an API key.
- API keys and webhooks — Create API keys for your own tools and automations, connect Claude or ChatGPT, and send signed webhooks when contacts, quotes, invoices, jobs and bookings change.
- Sync rules: which system wins — For each integration and record type: which system is the source of truth, how fields map, how records are matched, what happens on a conflict, and a queue of sync exceptions.
- Supplier price files, supplier APIs and product images — Keep supplier prices, costs, off-site stock and images up to date: import a spreadsheet (by hand, on a schedule or from an email), connect a supplier's API, or match product photos.
- Linked supply between sister businesses — When one business sells from a sister business's stock, see their free stock live at your dealer price, supply orders automatically, and keep a running account between the two.