Setting up your workspace
Configure your company profile, branding, and defaults that flow into every proposal and invoice.
Your workspace settings control what clients see when you send them proposals, invoices, and contracts. Take five minutes to fill these in — the effort pays back on every document you send.
Company profile
Go to Settings → Company Profile and fill in:
| Field | Why it matters |
|---|---|
| Company name | Shown in the header of every proposal and invoice. |
| Legal business name | Used on contracts and W-9 generation. |
| Business address | Appears on invoices for remit-to and tax purposes. |
| Phone | Shown on client-facing documents and the client portal. |
| Website | Linked on proposal footers and client emails. |
| License numbers | Contractor license, EIN, DUNS — whatever your state requires. |
Branding
Under Settings → Branding:
- Logo — Upload a PNG (recommended 400×400px minimum, transparent background). Shown on proposals, invoices, the client portal, and email templates.
- Primary color — Used for buttons and accents on client-facing pages. Most contractors keep the Kaliun blue default.
- Proposal cover image — Optional hero image on proposal PDFs.
Financial defaults
Settings → Financials controls the numbers that flow into every new proposal and invoice:
- Currency — USD, CAD, MXN, etc. One per workspace.
- Default tax rate — Applied to new line items (can be overridden per item).
- Default markup — What Kaliun suggests when you add a new line item. Typical contractor values are 20-35%.
- Payment terms — "Net 30", "Due on receipt", or a custom string.
Markup defaults don't retroactively change existing proposals — they only apply to new line items you add going forward.
Cost codes
Kaliun ships with the NAHB (National Association of Home Builders) cost code system — 195 standardized codes organized into CSI divisions (sitework, concrete, framing, electrical, etc.).
Under Settings → Cost Codes you can:
- Browse the NAHB tree — nothing to configure, they're pre-seeded
- Enable only the divisions you use — hide codes you never touch
- Add custom codes — for anything NAHB doesn't cover
Every proposal line item, expense, and invoice milestone can be tagged with a cost code. Job costing rolls expenses up by code so you can see which divisions are over/under budget at a glance.
Project types
Settings → Project Types is where you list the kinds of work you do — Kitchen Remodel, Bathroom, Addition, New Construction, etc.
Project types are used:
- As a tag on leads, so you can filter "show me all kitchen leads in the pipeline"
- As the default template category when creating proposals
- As a routing key in workflows (e.g., "when a kitchen lead comes in, assign to Sarah")
Email sender
Settings → Email configures the From address on every outbound email Kaliun sends on your behalf. Options:
- Use the Kaliun sender (default) — from
noreply@kaliun.comwith your display name - Connect your Gmail — OAuth into Google so emails come from your actual address and land in your Sent folder
- Custom SMTP — for agencies and larger teams who want to use their own mail server
See Gmail integration for the full setup.