What's New?

See the update video:

https://www.loom.com/share/fe53842237364214a3833627e388b459

This one's a big one — closer to a gut reno than a refresh. We rebuilt Timelogs from the studs, shipped Estimate → Invoice and Invoice → PO conversions to kill the copy-paste step nobody loved, and added a Global Start Timer to the top bar so the meter keeps ticking while you're elbow-deep in fabric memos. There's also a new notification bell, @-mentions in project notes, a global Cmd+K search across everything in your workspace, and a long list of papercut fixes. Labels have officially retired (Tags inherited the closet). Grab a coffee.

// AI (PHASE 1):

[NEW] You can now see indema inside Claude! Our AI connector allows users to ask questions about clients, projects, timelogs, purchase orders, invoices and estimates right inside claude. 

Phase 2: will be about prompting to take action inside indema, such as create an invoice for A client with B, C, D and E products. 

// TIMELOGS:

[NEW] Global Start Timer in the top bar
[NEW] "All Members" view with date-range, Today, and Recently Imported filters
[NEW] CSV import for timelogs, full-page modal with validation
[NEW] Newly designed 2-minute idle tracker on running timers

[FIX] Stop-timer reliability, the blank-page crash on the timelog list, and soft-deleted
[FIX] Team members now see the workspace's timelogs
[FIX] Deleting a timelog no longer summons demo rows from the void

[UPDATED] Redesigned Timelogs page and Start/Log modals
[UPDATED] Billable/Non-billable auto-fills from the chosen service
[UPDATED] Invoice-link column, auto "Billed" flag when a timelog is invoiced

// INVOICES:

[NEW] Convert Invoice → Purchase Order in one click, confirmation # of POs
[NEW] Refunds: refund line items, refund history, and balances that reflect refunds
[NEW] Activity tab, payment-schedule section, and browser draft auto-save
[NEW] Lists auto-refresh on changes (no manual refresh)
[NEW] Designers can now sign invoices!
[NEW] Updated PDF export layout

[FIX] Auto-numbering, tax % and rounding precision, fee recalculation against current items
[FIX] Auto-flips to Paid on full payment; payment amount clamped to balance due
[FIX] Client-view now shows the proper name for the product
[FIX] You can now see the linked PO and Estimate documents that were created from this inv.

[UPDATED] Redesigned detail and preview panels
[UPDATED] Color-coded status pills and a card-style item picker

// ESTIMATES:

[NEW] Convert Estimate → Invoice; per-item client approvals with a designer
[NEW] "Reset to pending" for when the client changes their mind (they will)
[NEW] "Reset to pending" individual items for when the client changes their mind (they will)
[NEW] Client selections auto-save and survive refresh; the client view locks after submit
[NEW] Estimate and Invoice follow-up email templates for the polite-but-firm phase of the job
[NEW] Designers can now sign estimates!
[NEW] Updated PDF export layout
[NEW] Status auto-updates when estimate is approved or declined by client.

[FIX] Client-view status now displays correctly;
[FIX] Totals/tax precision; convert-to-invoice data integrity
[FIX] You can now see the linked inv. and po’s documents that were created from this est.

[UPDATED] Redesigned (slightly) client view — larger thumbnails, image lightbox, status pills; bidirectional linked-document navigation so you can hop Estimate → Invoice

// PURCHASE ORDERS:

[NEW] Auto-create POs from approved invoices/estimates, grouped by vendor
[NEW] Vendor payments with auto-flip to Paid; editor draft auto-save
[NEW] Purchase orders now have live status. Sent > paid when payment recorded, etc.

[FIX] Imported products now carry their vendor correctly, so invoice→PO
[FIX] PO list shows the real project instead of "No Project";
[FIX] PO date would default to a day in the future. Now auto-PO date defaults to today

[UPDATED] Status pills UI
[UPDATED] Delivery status mirrored to the catalog,
[UPDATED] Tracker column retired,
[UPDATED] Dropdowns no longer clipped

// PAYMENTS, CREDITS & RETAINERS:

[NEW] "Apply Credits" payments wired to the client ledger;
[NEW] Retainer flow runs through Create Invoice and auto-credits on payment
[NEW] Vendor direct payments — record the money going the other direction

[FIX] Payment modal client/amount issues\
[FIX] Balance and refund accuracy across the lists

[UPDATED] Redesigned Payments list and modal;
[UPDATED] "Applied To" links into the invoice split view so you can see exactly where a payment landed

// PROJECTS:

[NEW] Project suite officially releases
[NEW] Products tab on projects, plus
[NEW] Project-scoped Timelogs
[NEW] Project-scoped invoices, estimates and PO
[NEW] Project notes
[NEW] Project overview to get the team in sync.
[NEW] Project dashboard.

[UPDATED] Retired the legacy sidebar/workflows

// CONTACTS & VENDORS:

[NEW] Contact/vendor CSV import with template downloads and result counts
[NEW] Bulk actions in the page header,
[NEW] Linked-projects tile,
[NEW] Smarter contact search
[NEW] Completely re-designed contact and vendor profiles

[FIX] Contacts/vendors page crashes, search crashes,
[FIX] Vendor PO tab matching,
[FIX] Tag delete/rename persistence

[UPDATED] Labels retired and consolidated into Tags (redesigned manage UI with color)
[UPDATED] Star/favorite gone
[UPDATED] Profile cards show all fields

// PRODUCTS / FF&E:

[NEW] Products tab on every project

[FIX] Product import dropping rows, wrong margins, and missing vendor links — all sorted
[FIX] Sub-item URLs no longer wiped on edit; empty dropdowns refilled

[FIX] Markup and margin compound correctly (the math is mathing)

[UPDATED] FF&E Settings rebuilt as a master/detail page — Categories and Location Codes, [UPDATED] Clearer import error messages
[UPDATED] Updated pill UI
[UPDATED] Some status’ auto-change such as when a estimate is approved by client.

// EMAIL & TEMPLATES:

[NEW] You can now email invoices + estimates to your clients, and PO to vendor
[NEW] Email Templates settings page
[NEW] "Send to Client" for estimates and invoices — rich-text editor, variable auto-fill
[NEW] Email-open ("Seen") tracking so you know when the client actually opened it
[NEW] Sends now logged to the document's activity tab

[FIX] The infamous SMTP "settings not found" send failures
[FIX] Designer and owner accounts can now send; resend no longer blocked

[UPDATED] Centralized sending using your workspace from-name and reply-to;
[UPDATED] Simplified Email Settings

// SETTINGS:

[NEW] Hotkey guide in the header — a keycap popover of every shortcut you keep forgetting
[NEW] Auto-save for Company Info,
[NEW] Email sender identity, and Contact/Vendor edits (with a save-status badge)
[NEW] Redesigned Profile page with a password generator

[FIX] Finance settings failing to save and the memo box losing focus after one character
[FIX] Settings menu scrolling over the header;
[FIX] Sidebar grouping so Finances items only expand Finances;
[FIX] Contact-import template error

[UPDATED] Consistent card layout across Company Info, Team Members, Statuses, Service & Activity Types, FF&E, and Finance

[UPDATED] Service and Activity Type rates simplified to either Global or Per-Project [UPDATED] Redesigned add-member page

// NOTIFICATIONS, REMINDERS & NOTES:

[NEW] Notification bell with per-user notifications
[NEW] [@]mention notifications in project notes
[NEW] Daily task-reminder — due soon, today, and overdue

[FIX] Notes editor: Enter now starts a new line
[FIX] Mention links open the exact note, not a vague vicinity

// INTEGRATIONS & PLATFORM:

[NEW] Studio Search — global Cmd+K search across projects, contacts, tasks, products, invoices, estimates, POs, and more

[NEW] Secure, read-only Claude (AI) connector to query your workspace data
[NEW] QuickBooks two-way integration is in planning/analysis — no customer-visible changes yet, just letting you know it's on the loom

[UPDATED] Replaced Intercom with Featurebase for feedback;
[UPDATED] Retired the legacy task manager that was hidden, Gantt, scrumboard, and old chat

[UPDATED] Platform font set to Lato;
[UPDATED] UI for all headers, removing secondary menu and giving more real estate for data.
[UPDATED] Unified modal "gray-out" behind every dialog;
[UPDATED] Broad performance & stability improvements (faster lists, fewer re-renders, removed delays)

Today, we bring you a very large update, with tons of fixes to issues throughout the system as well as the release of a major module. This update marks something big with indema, a new milestone to help designers manage their team better. From list view to Gantt charts for projects, you can now add all of your tasks, track time against them, and more to come.

// TIMELOGS:
[FIX] An issue where time logs were not able to be deleted.
[FIX] An issue where time logs filters were not working properly.
[FIX] In time log filter, filter by billable and non billable were set to a wrong value.

// PRODUCTS:
[FIX] Product import error that prevented the import operation from processing.
[FIX] Product PDF export sheet to auto-adjust column width with more data.
[FIX] Product PDF export sheet where a lot of text was overlapping.
[FIX] Product PDF export to auto-adjust width of columns when removing others.
[FIX] Product PDF export where projects dropdown was removed.
[FIX] An issue where product import was showing 500 error when importing.

// FINANCIALS:
[FIX] An issue where estimates were not auto-converting to invoices and PO’s.
[FIX] An issue where sub-item descriptions were not saving on main product page.
[FIX] An issue where estimates, invoices and PO’s were not showing on the main lists
[FIX] An issue where on estimate/invoice PDF there was a weird _id code showing on spec info

[NEW] Work in progress has been released! You can now add tasks into indema.
[NEW] Task import capabilities: Note: you must add projects/phases first!
[NEW] Completely re-designed the Reports pages for feedback.

[STATUS]: Project suite:
Project suite is almost completed! We have completed the Dashboard, Project notes, and moved to Overview. Once the overview is completed, we will push the project suite to the development server for testing. From there, we will then push to live, and begin implementing the project products, invoices, estimates, Po’s and documents pages.

[STATUS]: Quickbooks:
Quickbooks is slightly delayed with implementation. We have to do some re-factoring on the code for performance issues that we recently discovered where for some users, pages may go white, and you have to go back to the main dashboard. We are unsure exactly why this happens for some and not others, but we have to fix it and isolate the exact reason.

[FIX] Issue with invoices and estimates saving when adding products from scratch.
[FIX] Issue with invoice numbers generating a number that had already existed.
[FIX] Issue where PO's would not auto-generate when estimates were approved.

[NEW] Import products capability
[NEW] Canadian tax brackets added to projects
[NEW] Pserformance upgrades to various modules.

[STATUS] Finishing off WIP (currently in QA)
[STATUS] Phase 2 canadian tax brackets - adding to products, and invoices/estimates.
[STATUS] Phase 2 inv and est.: Edit/view singular screen + approvals in edit mode estimate.

[NEW] We are beyond thrilled to bring you a surprise update! This update marks a huge milestone for us, not only as a company but for the industry. Gemma and I spent hours figuring out how to bring the best version of what we are about to show you, and we nailed it! It took every ounce of effort to not leak this last week when we were developing this, but to say I am so excited for this would be an understatement!

We bring you: the industries most advanced product PDF export!

Where to begin... This PDF export option allows you to:
☑️ Export from specific projects.
☑️ Export either a 11x17 OR 8.5x11 (and yes, it auto-formats..)
☑️ Organize by Room, category, vendor, status and tag
☑️ Include or exclude sub-items.
☑️ Show only products that have X tag, or Status.
☑️ Show client financials, or designer financials.
☑️ Show or hide markup on the above!
☑️ Choose a font for the header/body of the products.
☑️ Hide or show full columns such as financials, specifications, etc..
☑️ Hide or show micro-level data within each of the above sections.
☑️ Add terms and conditions to the bottom of the export.
☑️ Save a preset so you can quickly access pre-saved strucure.
☑️ Even includes a cover page!

This feature is now available for everyone!

[NEW] You can now create, view and manage invoices!
[NEW] Invoice PDF customization + viewer
[NEW] Ability to create, view and manage estimates!
[NEW] Estimate PDF customization + Viewer
[NEW] You can create, view and manage purchase orders!
[NEW] PO PDF customization + Viewer
[NEW] Client-view for invoices and estimates
[NEW] Launched the Pro Directory with 18 pros listed and verified!

[NEW] Added 6 new interactive calculators
1: Lumens
2: Crown Molding
3: Countertops
4: Cost-Plus Vs. Margin
5: Flooring
6: Rug Size Guide

[NEW] Added 11 new resources in the vault
1: Digital File Folder Structure
2: Expense Categorization
3: Annual Business Review
4: CEU + Professional Development.
5: Trade Show Checklist
6: Pricing Psychology
7: Aging in Place Design
8: Sustainable Design Checklist
9: Trim + Millwork Selection
10: VA task Delegation
11: Mood Board Best Practices.

[NEW] Updated Knowledgebase for invoices, estimates and PO’s.
[NEW] Launched the pro directory! Phase 2 begins with contacting them directly.

[STATUS] WIP still in progress with an update coming soon!
[STATUS] Quickbooks and indemaPay break ground.

[FIX] An issue where the active projects were not showing on dashboard.
[FIX] Web clipper error when trying to clip products.
[FIX] Web clipper defaulting products to being a "sub" product of something.
[FIX] Replaced the link for manage subscription to the subscription portal.

[STATUS] In the process of implementing 5 Canadian tax brackets in add project screen.
[STATUS] Invoices, Estimates, PO's still in the works. Fixing a major security issue.
[STATUS] WIP list view is almost complete. Finishing up back-end implementation.
[STATUS] New project workflows page at QA, pushing to live soon.

[STATUS] Added 4 more resources to the vault.

1. Photography Shot List

2. Design Presentation Checklist

3. Site Visit Checklist

4. Client Red Flag Playbook

[FIX] Fixed a small UI bug on the vendor main page for the URL and key icons.
[FIX] Timestamp in client and vendor notes was showing military time.
[FIX] Sidepanel in some spots shows behind the header and footer.
[FIX] Product change log was showing oldest first. Changed to newest entry first.
[FIX] Attach PDF to clipped product was not showing in the right-click menu.
[FIX] Project Avatar was not showing the correct color that was selected when creating project.
[FIX] Had to refresh the page to delete a service + activity type if you just deleted one already.
[FIX] Some users were not able to upload member images.
[FIX] Products > Group by room header was scrolling left and right when should have been stationary.

[STATUS] Removed video and email icon from vendor and client record.
[STATUS] Sub items can not be changed to a different project.
[STATUS] Hid the notifications settings, this is not complete yet and have to refactor.

[FIX] Product clipper not loading on click.
[FIX] Where new users were not able to do anything. Account appeared locked.
[FIX] Tag in products was not able to be selected.
[FIX] Timelog entries were not being saved into the Timelog page.
[FIX] Sub products had a “undefined” value in tax% making it where user can’t add tax.
[FIX] Users were not able to edit or add a product description. Had to edit in order to do so.
[FIX] Vendors were not populating from the clipper to the system correctly.
[FIX] Variance when grouped by room was not showing a correct type such as negative or positive variance.

[STATUS] In vendor record we removed the birthday and language items
[STATUS] Made an update to the version sequencing.