Gemma DeMasi

Contacts and communicating with them [Internal + external] 

Contacts

An overview of the Contacts module in Indema -- what it does, how contacts and vendors differ, and how to navigate it.

Overview of Contacts

Contacts are clients and anyone else you work with who is not a vendor. Here is how to add one.

How to add a contact

Vendor records store everything about your trade accounts -- contact details, login credentials, rep information, and pricing defaults that flow into your product catalog.

How to add a vendor

How to use tags in Indema to organize and categorize your contacts. Tags let you organize and categorize your contacts however makes sense for your studio. You can color code them, apply multiple tags to one contact, and filter your contact list by tag.

How to use tags in contacts

How to import contacts and vendors into Indema using a CSV file.

How to import contacts and vendors

Your Workroom Dashboard

Timothy Murenzi

Quotes (RFQ)

Quotes overview: what it is and how it works

Creating and sending a request for quote

What your vendor receives and sees

Reviewing responses in the quote

Turning accepted lines into purchase orders

Vendor emailed or PDF'd you instead? (Log a reply / Fill from PDF)

Closing, archiving and reopening

Notifications, tracking, deadlines & reminders

Permissions & visibility

Troubleshooting Quotes

Vinod Kumar Alluri

Automations

Automations 101: What they are and how they work


Getting started: enabling Automations and building your first one


 Trigger reference (the "when")

Conditions: running only when it matters

Actions & steps reference (the "do")

Timing: delays and "wait for another event"

Building with Walter (AI)

The template library

Managing your automations

Recipe book: ready-to-build automations

Best practices, tips & tricks

Troubleshooting & FAQ

Mood

Mood — Complete Guide

Kbase articles for the premium forms module. 

Forms

Forms module — overview

Building your first form

Building from a template

The field types

Special fields deep dive

Multi-page forms + conditional logic

Sharing your form

Reading responses

Attaching a response to a project

 Punchlist templates

Form Permissions

Duplicating, archiving, deleting

Custom branding on the public form

Troubleshooting

E-Signature for client agreements, Change orders, and so much more. 

Contracts 

Getting Started with Contracts

Creating Your First Contract

The Contract Editor

Sending a Contract for Signature

Your Client's Signing Experience

 Saved Templates & Walter (AI)

Settings & Automation

Troubleshooting & FAQs (general)

Designer Cheat Sheet — Contracts in 60 Seconds

FAQ for Signers

Retainer Payments

Team and client collaboration and communication

Comms

Comms — Getting Started

Using Channels

Direct Messages (DMs)

Embedding Estimates, Invoices & Products

Product Selection Approvals

Design Board (Paid Add-on)

Information pertaining to our policies, terms and getting support. 

Company

Getting Support

Frozen and Closed Accounts

Current pricing

Studio Search, Smart Search, Keyboard Shortcuts, Notification Center

Global Navigation

How to use Studio Search in Indema to find anything across your entire workspace instantly.

Studio Search

How to use Smart Search on individual pages in Indema to filter and find records quickly.

Smart Search

How to view and use keyboard shortcuts in Indema.

Keyboard shortcuts

How to use the notification center in Indema to stay on top of tags and activity across your workspace.

Notification Center

Indema Support

Everything you need to get going on Workroom

Getting Started

Let's get you started for success with scheduling your onboarding with the team.

Scheduling your onboarding.

Reporting A Bug

What to configure before logging your first time entry to make sure billing is accurate from day one.

Before you start tracking time

How to Write a Support Request That Gets Solved Faster

Settings

How to set up and manage service and activity types in Indema

Service & Activity Types

Setting up email

How to BCC or CC email notifications

Creating + Managing Email Templates

Walter - Your AI assistant

Adding your team

Creating permission sets

How to set up the Harvest integration

Document Naming

How to: Default Project Phases

Estimates, Invoices & Purchase Orders Settings

QuickBooks Online Integration

Claude Connector

Learn everything there is about managing your tasks.

Work In Progress

 Getting started with Work In Progress

 The Table view

The Kanban view

 The Gantt (Timeline) view

Dependencies & Critical Path

Baselines

The Task panel (task details)

The Portfolio / Forecast view

The Utilization view (capacity planning)

Saved Views & default view

Sharing a public timeline link

Importing & exporting

Creating Task Templates

Project management, operational workflows, collaboration, and project intelligence documentation for Indema.

Projects

Learn how the Projects module centralizes operational project management inside Indema.

Understanding the Projects Module

Learn how the Design Overview functions as the operational command center for project execution.

Understanding the Design Overview

Learn how to create and organize a new project inside Indema.

Creating a Project

Learn how project statuses help track operational progress inside the Projects module.

Understanding Project Statuses

Learn how the Project Dashboard provides operational visibility into project progress and execution.

Navigating the Project Dashboard

Learn how to create structured operational notes inside project workspaces.

Managing Project Notes

Learn how client profiles preserve operational intelligence and communication context inside projects.

Managing Client Profiles in Projects

Learn how to document approved design direction, materials, and client preferences inside projects.

Documenting Design Direction

Learn how to structure and manage included and excluded project scope inside Indema.

Managing Scope of Work

Learn how to track project deliverables and milestone timelines inside the Projects module.

Managing Deliverables and Milestones

Learn how to centralize project references, mood boards, and external resources inside projects.

Using Resources and References

Project Codes

Reports

Reports — Overview

Invoices & Payments Report

Deposits Report

Products Report

Installation Report

Timelog Report

Tax Report

Task Efficiency Report

Purchase Order Report

Profit & Loss Statement (preview — sample data)

Project Performance Report (preview — sample data)

Finances

Retainers

Creating a retainer

Applying a payment (funding the retainer)

Applying a retainer to an invoice

Refunds, un-applying, and other limits

Invoices

Understand the invoices list view, statuses, columns, filtering options, and available actions.

Overview of Invoices

Learn how to create a new invoice and add products, services, and timelogs from your project library.

How to Create an Invoice and Add Items from the Library

Control what your clients see on an invoice, including pricing fields, specifications, and visibility toggles.

How to Configure the Invoice Client View and Display Settings

Use the Send panel to deliver an invoice by email, customize the message, and add CC recipients.

How to Send an Invoice to a Client

Add your digital signature to an invoice before or after sending it to the client.

How to Sign an Invoice as the Designer

Navigate the Invoice, Activity, Notes, and Payments tabs in the quick view panel.

How to Use the Invoice Quick View Panel

Log payments received against an invoice to keep your balance accurate and your records up to date.

How to Record a Payment on an Invoice

Use the Return Item flow to issue per-item refunds, select refund components, and apply credits to a client account.

How to Issue a Refund on an Invoice

Generate a purchase order directly from an invoice to streamline procurement for invoiced items.

How to Create a Purchase Order from an Invoice

Learn how to configure taxes, freight, discounts, payment schedules, terms and conditions, and internal invoice notes.

How to Set Up Fees, Payment Schedules, and Terms on an Invoice

Everything WorkPay

Designer Finances

Understanding the difference between markup and margin and how each affects your product pricing.