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

Timothy Murenzi

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

Contracts [Add on]

Getting Started with Contracts

Creating Your First Contract

The Contract Editor

Sending a Contract for Signature

Your Client's Signing Experience

Retainer Payments

 Saved Templates & Walter (AI)

Settings & Automation

Troubleshooting & FAQs (general)

Designer Cheat Sheet — Contracts in 60 Seconds

FAQ for Signers

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

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 indema

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

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

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

Projects Module

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

Learn everything there is about managing your tasks.

Work In Progress

Using Work in Progress to Manage Tasks, Phases, Gantt Charts, and Time Tracking

Reports

Content Coming Soon

Finances

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

Designer Finances

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

Markup vs. margin: what's the difference?

Charging a tech fee helps cover the essential software, hardware, and training costs of running a modern interior design business.

How To Successfully Implement A Tech Fee

Estimates

How the estimates module works and what you can do with it.

Estimates: An Overview

How to control what your client sees when they open their estimate -- pricing, specifications, and approval settings.

How to configure the client view on an estimate

How to control what appears on your exported PDF and download it for your records or to send to a client.

How to customize and download the estimate PDF

How to add fees, configure a payment schedule, attach files, and set terms and conditions on an estimate.

How to set up fees, payment schedule, and terms on an estimate

How to send an estimate to your client directly from the system, including signing as the designer and tracking whether the client has seen it.

How to send an estimate to a client

What the client experience looks like when they receive and approve an estimate.

How the client reviews and approves an estimate

Understanding the document chain from estimate approval through to purchase orders and client payment.

How estimates convert to invoices and invoices convert to purchase orders

Manage time, time billing and tracking hours. 

Timelogs

How to use the timer and manually log time entries in Indema.

Tracking Time

How to search, filter, edit, and bulk update time entries

How to manage and filter your timelogs

How to import time entries from another system using a CSV file.



How to import timelogs

How to add tracked time entries to an invoice and send them to your client.

How to invoice your time entries

Understanding the difference between billable and non-billable time entries and how each affects your invoicing.

Billable vs. non-billable time

Everything Furniture, Fixtures + Equipment

Products

Spec Sheets

How to: Export Individual Spec Sheets & Spec Packages

Individual Spec Sheets

Spec Packages

Tips & Best Practices

Everything you need to know about the web clipper.

Navigating the web clipper

Using Chrome Store to install the indema web clipper

Installing the Workroom clipper

This article showcases everything you need to know about sourcing products within indema.

About Product Sourcing

Generating Advanced PDF Spec Packages

Importing Products

PDF Schedule

Organize, sort, filter, and manage products across projects using Product Manager.

Using Product Manager

Track firm costs, client pricing, freight, fees, profit, and variance for individual products.

Managing Product Financials

Update procurement, pricing, shipping, tags, statuses, and organizational data across multiple products simultaneously.

Bulk Editing Products

Find, narrow, and organize products quickly using search, filters, sorting, and grouping tools.

Searching and Filtering Products

Use product statuses to track sourcing, approval, procurement, payment, and delivery progress.

Working with Product Statuses

Track ordering, shipping, delivery, and installation progress across products and projects.

Managing Procurement Tracking

Organize, filter, and manage products more efficiently using customizable product tags.

Using Product Tags

Collaborate internally on products using notes and team chat tools.

Using Product Notes and Team Chat

Track product updates, financial changes, and procurement history automatically.

Understanding Product Changelog

Organize layered product relationships using sub-items within larger FF&E schedules.

Managing Product Sub-Items

Upload and organize supporting product documents, specifications, and installation files.