Settings & Customization
Configure your organization profile, quote templates, and preferences.
Quotejam settings let you customize how your quotes look and how your organization operates. This guide covers all available settings.
Organization Settings
Company Profile
Found in Settings → Organization
| Setting | What It Does |
|---|---|
| Company Name | Appears on quotes and in the header |
| Logo | Shown on quotes and customer portal |
| Address | Your business address on quotes |
| Phone | Contact number on quotes |
| Reply-to address for quote emails | |
| Fax | Fax number, shown on quotes (optional) |
| Website | Shown on quote footer |
| Business Registration Number | Your company registration or tax ID, shown on quotes (optional) |
| Industry | Used during setup to configure your starter product categories and spec templates |
Best practices:
- Use a high-resolution logo (at least 400px wide)
- Keep company name consistent with your legal name
- Use a professional email address (company domain)
Language
Quotejam’s interface is available in multiple languages:
- English (default)
- Japanese (日本語)
- Korean (한국어)
- Thai (ไทย)
- Chinese Simplified (简体中文)
Set your organization’s preferred language in Organization Settings. The entire app interface switches to your selected language. You can also set a preferred language per customer so quote documents are generated in the language they expect.
Currency
Set your default currency for all quotes. Currency is configured at the organization level.
Tax Settings
Configure how tax is applied and displayed on your quotes:
| Setting | What It Does |
|---|---|
| Default Tax Rate | A percentage (0–100%) applied automatically to new quotes |
| Tax Label | The label shown on quote PDFs — choose from GST, VAT, Tax, or enter custom text |
| Show Tax on Quotes | Toggle whether tax is displayed on quotes at all |
When enabled, the tax line appears on quote PDFs with your chosen label and rate. New quotes inherit the default rate, which can be overridden per quote.
Quote Template Settings
Branding (Pro)
Custom branding is available on the Pro tier. Customize how your quotes look:
Colors:
- Primary color — Headers, accents, and key elements
- Accent color — Secondary visual elements
- Text and muted colors for readability
Logo:
- Size options: small, medium, or large
- Company name display: normal, bold, or hidden
Company Seal (Hanko):
Japanese companies use a company seal (会社印/hanko) on official business documents to authenticate them. If your organization’s country is set to Japan, you can upload a company seal image in Organization Settings → Branding. The seal appears on quote PDFs next to your company information. Supports PNG and JPG formats.
Typography:
- Choose from several font families: Inter, Roboto, Open Sans, Lato, Poppins, Source Sans 3, Playfair Display
Layout & Density:
- Compact, normal, or spacious spacing
- Table header styles, row striping, and border options
- Pre-configured themes: Modern, Classic, Minimal, Professional
Quote Numbering
Configure the format of your quote numbers. Each part is customizable:
| Component | Options |
|---|---|
| Prefix | Auto-generated from your organization name (e.g., “QT”, “INV”) |
| Date Part | YYYYMM, YYMM, YYYY, or none |
| Separator | Dash (-), slash (/), or period (.) |
| Digit Count | 3 to 6 digits (zero-padded sequence number) |
Example: With prefix QT, date part YYYYMM, dash separator, and 3 digits, your quotes would be numbered QT-202601-001, QT-202601-002, etc.
Default Content
Payment Terms:
- Set default payment terms that appear on every new quote
- Create custom terms with internal names and customer-facing descriptions
- Restrict specific terms to certain roles (e.g., extended terms require management approval)
Quote Validity:
- Set the default number of days quotes are valid (commonly 14, 30, 60, or 90 days)
- Validity is recalculated from the date a quote is sent, not when the draft is created
Notes Template:
- Set default notes that appear on new quotes
- Useful for standard disclaimers, terms, or inclusions
PDF Display
| Setting | Options |
|---|---|
| Show specifications | On/Off |
| Show equipment tags | On/Off |
| Show model numbers | On/Off |
Spec Sheet Presentation
Choose how technical specifications appear on your quote PDFs:
- Comparison Table (default) — Side-by-side comparison of product specs in a table format. Each product category gets its own page, with specs as rows and products as columns.
- Product Catalog — Product cards with images on the left and specifications on the right, grouped by category. Works best when your products have images uploaded.
Toggle between modes in Settings → Quote Style → Layout Options → Spec Sheet Presentation. Both modes group products by category and use your spec templates to determine which specifications to display.
Product Settings
Categories
Found in Settings → Categories
Categories help organize your product catalog:
- Create categories — “HVAC”, “Plumbing”, “Electrical”
- Assign colors — Visual distinction in the catalog
- Set sort order — Control how categories appear
Product Images
Products can have images uploaded through the product detail page. These images appear as:
- Thumbnails in quote line items — when image display is enabled in PDF settings, product images appear alongside each line item
- Product catalog — images are shown in the spec sheet view for quick visual identification
Supported formats include common image types (PNG, JPG). Use clear product photos for the best results on quotes.
Specification Templates
Found in Settings → Spec Templates
Define what specifications each product type needs:
Example: HVAC Unit Template
- Capacity (kW)
- Energy Rating
- Refrigerant Type
- Noise Level (dB)
- Dimensions
Apply templates when creating products or importing from CSV. Specs appear on quotes and are searchable in the catalog.
Approval Workflow Settings
Found in Settings → Approval Workflows (Pro only)
Creating Rules
Each rule has:
- Name — Description of the rule
- Trigger — What causes the rule to activate
- Approver — Who approves matching quotes (specific user or role)
Available Triggers
| Trigger | Example |
|---|---|
| Discount exceeds | Greater than 15% |
| Quote value exceeds | Over $50,000 |
| Has special discount | Any special discount applied |
| Product category | Specific product categories |
| Customer | Specific customers or customer field conditions |
Multiple rules can be active. If a quote matches any rule, it requires approval. Rules are evaluated in order, and the first matching rule assigns the approver.
Discount Caps
Configure the maximum discount percentage that Sales and Manager roles can apply without triggering an approval workflow. For example, you might allow Sales to discount up to 25% and Managers up to 30%. Discounts exceeding these caps automatically require approval. Owner and Admin roles have unlimited discount authority.
Team Settings
Found in Settings → Team (Owner/Admin only)
- Invite members by email with role assignment
- Change roles — Role dropdown for existing members, takes effect immediately
- Remove members — Quotes remain in the system and are reassigned
See Team Management for detailed guidance.
Billing Settings
Found in Settings → Billing (Owner/Admin only)
Current Plan
View your current plan and usage:
- Plan type (Free or Pro)
- Number of team members, products, and customers vs. limits
Upgrade/Downgrade
- Upgrade to Pro — Immediate access to all features
- Downgrade to Free — Takes effect at end of billing cycle
Payment
Billing is handled through Stripe:
- Add or update your payment method
- View billing history
Need Help?
Can’t find a setting? Contact support@quotejam.com and we’ll help you configure Quotejam for your needs.