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November 1, 2026 Update

Happy November! We can’t believe there is just 60 days left of 2026! It’s gone insanely quick. Here’s your update notes! Please note: there are major changes pertaining to Quickbooks mapping, and settings is completely new with new settings options, and adjustments to existing. please take a moment to review all of settings and ensure that the new ones outlined below are looked at, and ensure if you are connected to Quickbooks, you review the new mapping and options.

White Label

With white label, everything your clients, vendors and the public see carries your brand, not ours.

Your brand, everywhere

  • No more “Powered by Workroom.” The wording, logo and badge disappear from everything you share. This is on by default, and you can change it anytime with the “Hide Powered by Workroom everywhere” setting.

  • Your colours. Set your main colour, button colour, accent, text colour and page background across all client-facing pages.

  • Your fonts. Choose a font pairing for headings and body text, and set the body text size on your PDFs.

  • Polished documents. Give your estimates, invoices, retainers, change orders and purchase orders their own colour, banner image and fonts, both on screen and as PDFs.

  • Your logo inside Workroom. Put your logo in the app menu and the browser tab, so even your own team sees your brand.

Where your clients will see it

Your branding appears on almost everything you share:

  • Estimates, invoices, retainers and change orders, plus their PDFs

  • Purchase orders and quote requests sent to vendors

  • Your client portal

  • Contracts: the signing page, the signed PDF and contract emails

  • Public forms

  • Shared Library links and Library reports

  • Shared projects, Gantt charts and Tasks PDFs

  • Your contractor portal and contractor schedule

  • Shared document rooms

  • Campus pages you share

  • Every email your studio sends, including document emails, reminders, portal invites, message notifications, client updates and scheduled reports. They all use your fonts and button colour.

Already included on every plan

You don’t need white label for these. Every studio can:

  • Add your logo to PDFs, emails, the client portal and contracts

  • Customise PDF headers, taglines, footers and banners

Part 2 of the White label option is ability to add CNAME, which allows you to re-direct the client portal to your own domain. This should be launching here in the coming weeks.

A new Settings

  • Settings has been rebuilt from the ground up. There's one menu, grouped into You, Studio and Modules. It has a search that finds any setting, and a Save bar that warns before you leave with unsaved changes.

  • New pages:

    • Setup checklist

    • Company

    • Branding

    • Team and permissions

    • Sign-off and approvals

    • Outgoing communication

    • Integrations and apps

    • Imports

    • Activity

    • Link Management

    • One page for each module: Finances, Contracts, Library, Projects, Tasks, Timelogs, Budget, Calendar, Dashboard, Campus, Documents, Email and Walter

  • Your own pages: Profile, Notifications, Connected accounts, Keyboard shortcuts, and Hours and time away.

  • Hide from the menu: you can now hide Walter, Dashboard, Calendar, Campus, Comms, Retainers, Payments, Reports, Documents and Contracts.

  • Phones: Settings works at phone width.

Branding

  • Four logo slots: full logo and icon, each in a light and a dark version. A new Where each one is used table sets the logo and height for the app menu, client portal, PDFs, emails, contracts, Spec Set cover and browser tab.

  • PDF preview: see your PDF header, tagline, banner and footer on a sample document before saving.

  • Purchase order PDFs now carry the same header, tagline, banner and accent colour as estimates and invoices.

  • White label:

    • Fonts and colours now carry through to emails and the client portal.

    • "Hide Powered by Workroom" applies everywhere.

    • The app menu and browser tab show your logo.

[NEW] Activity log

  • A full studio Activity log: who did what, when, on which record, from which device and roughly where. Logins, downloads, exports and failed sign-ins are included.

  • Filtering and export: filter by person, area, action and date, and export the results.

  • Readable entries: each entry names the actual record, such as the invoice number, project or person. Changes show as plain before → after values.

  • New areas: Contacts and Email have their own areas, and imports file under Imports.

  • Who can see it: you choose who can see Activity.

Team and permissions

  • A new permission set editor covers every module, with clear counts and help on each permission.

  • New permission modules: Dashboard, Client updates, Mood, Walter, Retainers and Payments.

  • Payments and retainers permissions are now enforced. People without them don't see the payment, refund or retainer buttons. Existing permission sets keep what they allowed before.

  • Handing out access: only admins can give out permission sets.

  • Logging time for someone else: choose who can log time on behalf of others, from nobody to everyone, or specific people.

  • QuickBooks access: a team member whose permission set includes every Settings permission now sees QuickBooks, whatever the set is called.

Out of office

  • Hours and time away: set your working hours and an out-of-office period with a back date and a cover person.

  • [Preliminary, not active yet] Email auto-reply: an automatic reply now goes out from your connected mailbox even when you're not signed in. It fills in your back date and who to contact, replies once per sender, and never answers automated mail.

  • Comms auto-reply: when a client, vendor or teammate messages you directly, or @mentions you, one automatic reply is posted, clearly marked.

  • Reply to: choose who gets the reply: clients, leads, vendors and contractors, or everyone else.

Outgoing communication

  • Templates: every studio email (estimates, invoices, purchase orders, reminders, portal invites, unread messages, contract invites, team invites, rate increase notices) is now built from a template you can edit, in your email design.

  • Payment received email: recording a payment can send the client a thank-you. It's ticked by default, and online payments send it automatically.

Imports

  • Studio › Imports brings all imports into one place, with eight "move your studio in" steps: contacts, vendors, projects, products, tasks, time logs, and estimates, invoices and purchase orders.

  • From QuickBooks: customers and vendors import directly, and you tick which ones to bring in. Nothing is changed in QuickBooks.

  • Take it back out: undo an import. Anything you've worked on since is kept.

  • Clearer results: imports report what came in, what came in with warnings, and why any row was skipped.

Canadian and international tax: Fixes and adjustments

  • Each tax on its own line: estimates, invoices, change orders and purchase orders show each tax by name and rate, with your tax registration numbers.

  • Two-tax provinces show two lines: GST + PST in BC and Saskatchewan, GST + RST in Manitoba, GST + QST in Québec. HST provinces show one HST line.

  • Rates for every province and territory, including Nova Scotia's 14% HST.

  • Canadian sales tax settings: a new section shows each province's rule and the registration numbers it needs.

  • Tax rows always show to clients on Canadian and VAT documents.

  • Service lines now take a tax code, like product lines.

  • Be sure to check your tax settings and ensure they are correct, as these had to be migrated from the former settings page.

Library

  • Subcategories: pick categories and subcategories with full paths ("Furniture › Seating") everywhere: Library, Spec Sets, PDFs, budgets and cost codes.

  • Spec numbers: your own spec numbering pattern and codes carry over, new rows number themselves right away, and a category change renumbers correctly.

  • Vendor trade discounts: choose what a filled-in trade discount does to the client price: keep it, pass the savings on, or ask each time.

  • Library and estimates stay in sync: edits flow between the Library and draft estimates and invoices automatically, with undo.

  • Room placeholders: Walter can add simple line drawings for placeholders with no picture. It asks first, and you can undo.

  • Imports and the Clipper: bulk-imported and clipped products are now priced by one rate, as in the Library.

Finances

  • Refunds: one refund dialog for invoices, retainers and deposits. Refund by item, the whole invoice, or a restocking fee, with clear outcomes.

  • Credit memos: customer credits now get numbered credit memos, which you can show to the client.

  • Retainers: apply a retainer to a specific payment on the invoice's schedule. Applied payments link to their invoice.

  • Design-build firms: a "design-build firm" switch in Settings › Finances keeps retainage, lien waivers, cost codes and project billing in one place. Project billing now lives on the project's Finance tab.

  • Line tax codes in QuickBooks: product and service lines go to QuickBooks under the tax code that matches the rate charged. Refunds reverse exactly what was posted.

⚠️QuickBooks: Please re-confirm your settings, and mapping! CRITICAL. ⚠️

  • Workroom asks before creating anything in QuickBooks:

    • items: Save lists exactly what would be made

    • customers, project sub-customers and vendors

    • classes

  • New connections start blank. Nothing is pre-filled for you, and nothing syncs until you've chosen your settings.

  • New mapping rows:

    • an item for products with no category

    • an item for services typed on a document

    • an item for every "other line" (freight, fees, warehousing)

    • Untaxed purchases and card fee tax codes for Canada and the UK

  • Reports and checks: a report of every item Workroom has made, and clearer "to fix" counts.

Projects and tasks

  • Changing a project's phase type now asks whether to replace or add alongside. Hand-made tasks are never lost.

  • New projects get exactly the phases you ticked.

  • + Task opens the full task panel.

  • Restoring from Trash: a restored task whose phase is gone goes to Ad hoc.

  • Task templates keep their "Waits on" setting.

Client portal

  • Overview shows all of the project's details and every contract sent. Declined and expired contracts are shown with a label.

  • Seen ticks are accurate, and messages no longer vanish while sending.

Integrations

  • Real logos on every integration card.

  • Clear errors: if a connection fails, the page says why.

  • Integration votes: vote for the integrations you want next.

Fixes and speed

  • Faster pages: the Contacts, Vendors, Purchase orders, Tasks and project home pages load faster, and background checks pause while the tab is hidden.

  • Sessions: signing in on one device no longer signs you out on others.

  • Form submissions always email the studio owner and every "send to" address, once each.

  • Notes and rich text: pasting no longer deletes text.

  • Comms edits: mentions show as names.

  • Contacts and Vendors: column headings don't overlap, and counts match the list.

  • Logos, email templates and team settings save correctly again.

Already live (October 24–31)

  • Safari and iPhone: downloads, links, drag and drop, dates, full-screen layouts, Mood zoom and the portal chat chime all work properly.

  • Mood boards:

    • hide pages from the client

    • drag page tabs to reorder them

    • choose pages when printing or saving a PDF

  • Finances:

    • Library product details (lead time, spec #, link, status, tag) and up to 12 custom fields reach the line

    • set any status by hand

    • convert any sent estimate to an invoice

    • record a client's response

    • duplicate an expense

    • delete a bill

    • make a new tag from the tag menu

  • Deposits: a deposit required on approval is collected before the estimate is approved, and the client goes straight to the pay sheet.

  • Pricing: choose Markup % or Margin % studio-wide.

  • Discounts: a split discount option.

  • Card fees: a studio default for who pays the processing fee.

  • Payment schedules: edit dates in place, and payments without dates are allowed.

  • Client portal Finances: redesigned. Clients see each document's schedule, payments and balance due, and can pay chosen schedule rows.

  • Revision requests: clients can request revisions on products. They show in yellow, and your team acknowledges them with a note.

  • Comms:

    • chats for selected people only

    • control over clients' one-on-one messages

    • Attach and Send always on screen

  • Contracts: your logo on contracts, signed PDFs and contract emails. The project overview lists every contract, with view and download.

  • Rate increases: several per project, per service, once or yearly.

  • Library: archive and restore products, plus client and split discounts.

  • Contacts, Vendors and Contractors: sortable columns.

  • Quotes: upload a vendor's quote PDF.

  • Spec Sets: hide the client's name, or show chosen people instead.

  • Drag to reorder: statuses, phases, lead stages, roles and folders, with Sort A–Z.

  • Time:

    • time log import reads start and end times

    • not-yet-invoiced time is priced at the rate it was logged at

    • delete a time entry from its panel

  • Popups no longer close when you drag a selection outside them.

  • Faster: creating projects and opening project home.