Overview

Find your way around the Settings area — what each section controls, who can open it, and where to go to set up branches, price books, proposals, invoices, forms, notifications, and your team.

Settings is where you configure how your workspace behaves — your company details, your branches, your team, your pricing, and the way estimates, proposals, and invoices look and work. Think of it as the control panel behind the day-to-day app: change something here once, and it applies everywhere your team works.

Most of Settings is Admin-only. If you don’t see a section described below, your account doesn’t have access to it — that’s expected, and an administrator on your team can make changes for you.

Video: How to Access Admin Settings (0:50)

Open Settings

1. Go to Settings

   Open Settings from the main navigation. On a computer, the first available section opens automatically, so you’ll land on a real page rather than a blank screen.

2. Use the sidebar to move around

   The left sidebar lists every section you can open, grouped into General, Sales & Operations, and System Configuration. Click any item to jump to it.

3. Search to jump straight to a setting

   At the top of the sidebar is a search box (“Type here to search…”). Start typing — for example deposit, timezone, or payment terms — and it suggests the matching section or field so you can go right to it.

On a phone or tablet, opening Settings shows a menu that lists every section you can open, along with the same search box. Tap a section to open it, then use the Settings link at the top of the page to come back to the menu.

What’s in each section

The sidebar groups everything into three areas. A few sections only appear when that feature is turned on for your workspace — those are noted below.

General

The basics about your business, your locations, and your people.

• Organization — your company’s name, timezone, email, logo, and payroll ID. This is the foundation everything else builds on. See Organization.
• Branch Configuration — each branch (location) and the defaults that drive its pricing and costs: labor rates, deposit percentages, discounts, fees, and more. See Branch configuration.
• Users — the people on your team, the roles they have, and which branches they belong to. See Users and Roles and branches.
• Subcontractors — the outside crews you work with, kept in one place. See Subcontractors.
• Communications — your workspace’s phone lines (who each line rings, business hours, and call flow), plus call handling such as greetings, the phone menu, voicemail, and call recording. See Communications.
• Billing — your Menaia subscription and plan, your Meni token balance and usage history, your team seats, and where you buy more tokens or set up automatic token reloads (auto-reload). This section is Admin-only.

Sales & Operations

Everything that shapes how you quote, schedule, and bill work.

• Leads — the Lead Statuses your pipeline moves through and the Lead Sources leads come from. See Lead statuses and Lead sources.
• Price Book — the heart of your estimating: the items you sell, the categories and work areas you estimate with, and the factors and costs that adjust the price. See the price-book guides below.
• Proposals — the look and content of the customer-facing proposals you send, your financing terms and customer reviews, and the payment methods shown on them. See Proposal content and Payment methods and financing.
• Calendar — how the schedule behaves and the types of tasks your team can book. See Task types.
• Invoices — payment terms, the content that appears on invoices, and the reasons your team can pick when crediting or voiding. See Payment terms, Invoice content and automations, and Credit and void reasons.
• Resources — the equipment, vehicles, and their types that your branches use. See Equipment and vehicles.

System Configuration

The shared lists, structures, and workspace-wide behavior that keep your data organized.

• Tags — the labels you attach to leads and projects to group and find them. See Tags.
• Forms — the custom forms and checklists your team fills out on projects. Only appears when the form builder is turned on for your workspace. See Forms.
• Taxes — the sales tax rates and tax groups your branches charge. See Taxes.
• Expenses — the expense types your team can pick from when recording costs. See Expense types.
• Media Folders — the folders that keep your project photos and documents organized, and which of them you share with clients through the client portal. See Media folders.
• Client Portal — what your clients see in their portal. Only appears when the client portal is turned on for your workspace. See Client Portal settings.
• Notifications — how each branch sends notifications, shift reminders for your crews, and the rules for who gets notified. See Notification preferences and Notification rules.
• Meni — the Context for Meni you give your AI assistant, which steers the daily insight email it writes about your business. See Meni daily insight.

The Price Book in detail

The Price Book is large enough to have its own set of guides. It’s where your estimates get their numbers, so it’s worth setting up carefully.

• Items — the products and services you sell, with their pricing.
• Item categories — the groups your items are organized into.
• Work areas — the areas of a job you estimate, like an attic or a crawl space.
• Factors and additional costs — the conditions and extra charges that adjust a price up or down.
• Multiplier ranges — the price bands that scale costs across different job sizes.

If estimates are coming out too high or too low, the Price Book and your Branch Configuration defaults are the two places to check first — together they decide every price.

Connect other tools

Beyond Settings, you can connect Menaia to the other tools your business already uses. See Integrations for what’s available and how to set each one up.

A few things to keep in mind

Settings changes apply across your workspace, so a change here can affect everyone’s estimates, proposals, and invoices going forward. When you’re adjusting pricing defaults, change one thing at a time and check the result on a test estimate before rolling it out widely.

• Branch defaults matter. Many pricing numbers live on each branch, not on the price book item. If a price looks off for one location but right for another, compare their branch settings.
• Roles decide who can do what. If a teammate can’t reach a section, it’s their role — adjust it under Users.
• Search is the fast path. When you know the name of a setting but not where it lives, type it into the sidebar search instead of hunting through sections.

What’s next

Set up your organization

Start with your company name, logo, timezone, and the core details everything else relies on.

Configure your branches

Set the labor rates, deposits, discounts, and fees that drive pricing for each location.

Add your team

Invite people, assign their roles, and choose which branches they work in.

Build your price book

Add the items you sell and the rules that turn them into accurate estimates.