Rates & billing (new capability)

The largest piece of work in this window. Workroom can now express what a specific person charges for a specific service on a specific project, and raise rates automatically on a schedule.

Rates per person, per service, per project

Set under Team & billing when creating or editing a project. Previously a rate could apply to a person everywhere or to a project for everyone, but never the combination — the data model had no room for it.

Nothing is pre-selected. "Use default" and "set a rate for this project" are different commitments: one follows the studio when studio rates change, the other doesn't. The modal asks rather than guessing, and won't let a project be saved with the question unanswered.

It inherits what you've already set. If someone already has a rate for a service, that's what "Use default" shows, and it names the source. Nothing is re-entered.

Scheduled rate increases

Settings → Rate increases, under How work runs. One schedule per project: a renewal date, an amount, applied automatically every year, compounding, with no end and no cap.

Enter a percentage, or give a target — "Design should become $145/hr" — and Workroom back-calculates the percentage and applies it to every service rate on the project. The page shows the effect on that project's average rate before you commit.

Time already logged keeps the rate it was logged at. Increases reach future time only; invoices already sent never move. Removing a schedule stops future increases and leaves applied ones applied.

Who gets told:

• Your client, a set number of days ahead, using a new Rate Increase Notice email template. The project's client only — not stakeholders

• The activity log, on the day

• The account owner and everyone assigned to the project, by email, on the day

Overrides you can see and edit

In Settings → Projects and phases → Services and roles, the Overrides column is now a link. It opens every override by name — which people, which projects, what rate — in the order they actually resolve, and they're editable there.

Consistency

Rate resolution existed in five separate places in the codebase. It's now one implementation every part of the app calls, so the timesheet, invoice, estimate, budget and report can't disagree about what an hour cost.

The new Create & Edit Project modal

Replaces the project side panel for both creating and editing. Seven sections — Basics & contacts, Addresses, Type & phases, Rooms, Team & billing, Finance, Privacy — with a footer counting what still needs a decision and taking you to it.

• Client payments is part of Finance now, not a separate tab. Passing and absorbing the processing fee are one switch with two labelled ends, because they're one setting

• Choose who is on the project. Team & billing has a picker of your studio members; only people on a project can log time to it

• Rooms picks from your Location Codes instead of a free-text box that claimed to and didn't

• Stakeholders can be added; the redundant + Client button is gone

• Sized to fit, on the brand font and colours

Linked shipping addresses

Link a contact, vendor or contractor as a destination and Workroom stores which record it is, never a copy of the address. Change that vendor's address and every document referencing them reflects it — past and future — because there was never a stale copy.

If a linked record is deleted, the row stays, shows as broken, and offers Relink. One-off addresses are supported for destinations with no record behind them.

Import projects from a spreadsheet

Name, code, address, client, start date, and the four payment settings. The Client column is a dropdown of existing contacts, so add contacts first — the modal says so. Nothing is created unless every row is valid.

Invoicing & late fees

"Inv overdue" on project cards — customer-reported

Wrong in two separate ways: fully paid invoices stayed flagged forever, and invoices billed by instalments were flagged from day one. Overdue now means issued, still owed, and genuinely past due — and for a payment schedule, that means an instalment is late, not the invoice.

Late payment fee

• Back in Settings. The policy didn't make the move to the new Money page. It was still being enforced the whole time by the nightly job — live, with nothing in Settings to see or change it. Rebuilt under Money → Rates and accounts

• Visible on the invoice. The fee now appears among the additional costs, with the policy that produced it and the date charged. Read-only — it's already in the total, so adding a line item for it would charge the client twice

• Announced when charged. The account owner gets it on the bell and by email, and it's written to the invoice's activity log

• Its own QuickBooks item. Late fees shared the Fallback Item with freight, landing in the same income account as generic sales. Settings → QuickBooks → Late Fee Item now maps them separately. Optional — empty keeps the previous behaviour

Time tracking

• New entries pick up where you left off. The start time defaults to the end of your last entry that day, read from the server so it's the same on every device and includes time logged by the timer or on a phone

• AM/PM no longer defaults to PM. The first end time you enter snaps to the same half of the day as the start, so a 9 AM start and "10" gives 10 AM, not a 13-hour entry

• Reviewing an earlier week and adjusting an entry no longer throws you back to the current week

Elsewhere

• Phase dropdown on project cards offered every phase in the studio regardless of project type; it now offers only that type's

• Integrations state what each payment processor costs — Workroom's 0.65% on top of Stripe's fee, and WorkPay's 3.25% all-in on card (0.80% ACH, capped at $15)

• Modals no longer scroll the page behind them

Share a library with a client

A public link to a project's library. The client sees the layout you chose, grouped how you chose, showing only the data points you ticked — and can approve, decline and comment, with comments returning as product notes.

• Choose what they see from a fixed client-facing list: name, description, category, status, dimensions, finish, colour, pattern, other, URL, important note, quantity, freight, tax, markup, total. Markup is the only internal figure offered and it's off by default

• Total is the client total — base, freight, tax, landed, receiver and passed-through fees

• Offer several layouts and the recipient gets a switcher

• Traditional view is one thin row per product with detail behind a disclosure and approve/decline in the row — fifty items no longer means opening fifty panels

• Full width, responsive, "Powered by Workroom" footer, no internal feedback widget

Import and export

• Import products from a spreadsheet, using the same template as the Products page

• Export the selection to CSV, with Export Schedule and Spec Sheet under one Export menu

Fixes

• Adding a product then immediately adding an image or title failed with a 500 or "product not found"

• "Open full details" did nothing on a sub-item

• Sub-items now nest under their parent inside a project

• The "Used in" panel — which invoices, estimates and POs a product appears on — is back

• The Import menu was written but unreachable

• Product images reported a successful upload while saving nothing

Team & seats

• No more accept-invite step — adding a member creates their account and emails a login link

• Seats bought are seats granted; a studio that paid for three no longer gets one

• Nothing is created until the seat is paid for — abandoning Stripe checkout no longer leaves a half-made member

• Resend invite on Contacts → Team

• Duplicate rows collapsed; Settings and Contacts show the same people

• Termination notice and ROE documents, Canadian employment wording, employment basis for everyone, emergency contact moved to Who

Settings

• Estimate, invoice and PO statuses have defaults — the lists were empty

• Permission sets show their members

• Your own profile — name, picture, password, preferences — editable by any member; a permission set could previously lock you out of it. Role, permission set and rate stay admin-only

• Default phases can be positioned when added

• Product status tags have a clickable colour dot

• Task templates use the same modal as WIP

• Settings footer gutter, number fields showing "020", deep settings search

Forms

• Spam protection — submissions now require a signed challenge issued by the server, so a spammer must load the form and solve it rather than replaying one captured submission

• Submission times are readable and in your studio's timezone

QuickBooks

• Sync Options switches control what actually syncs

• Payments recorded in QuickBooks come back to the Workroom invoice

• The integration card reports what genuinely syncs

Time tracking

• Log Time and Start Timer are separate actions in the top bar and separate Quick Links; the old "Log time" link actually started the timer. You can also add the “Log time” as a quick link in your dashboard.

New studio setup

A nine-step guided setup for new signups. Existing accounts are never shown it.