Configuration

This guide covers advanced configuration options for customizing Quilt Logger to match your business workflow. For initial setup, see the Quick Start Guide.

Appearance & Theme#

Dark Theme Support#

Quilt Logger includes full dark theme support throughout the application.

1. Navigate to Profile → Settings → Advanced Settings → Appearance
2. Choose from three options:
   • Light Mode: Always use light theme
   • Dark Mode: Always use dark theme
   • System: Automatically match your operating system's theme preference

The theme setting is saved to your account and applies across all devices where you log in.

Tip: The "System" option automatically switches between light and dark themes based on your computer's settings.

Regional & Language Settings#

Language Selection#

1. Navigate to Profile → Settings → Advanced Settings → Preferences
2. Select your preferred language from the dropdown
3. Click Save Changes

Available Languages: English, Spanish, French, German, Italian, Portuguese, Russian, Chinese, Japanese, Korean

Note: Language selection affects menu items, button labels, and system messages. Customer-facing documents like invoices use the language specified in your Company Settings.

Timezone Configuration#

Set your local timezone to ensure accurate date and time displays for activity timestamps, scheduled quilt dates, invoice due dates, and email notification timing.

Currency Settings#

Configure your preferred currency for pricing and invoicing.

Supported Currencies: USD, CAD, EUR, GBP, AUD, JPY, CHF, CNY

The currency setting affects invoice display, pricing calculations, dashboard revenue metrics, and export reports.

Company & Invoice Settings#

Logo and Branding#

Customize invoices with your business branding.

Note: Logo upload is a Pro plan feature. Free and Basic users will see an upgrade prompt instead of the upload option.

Logo Requirements:

• Recommended Size: 500×500 pixels
• Format: PNG with transparent background (preferred) or JPG
• Maximum File Size: 5 MB

Brand Colors:

• Primary Color: Used for invoice headers and accents
• Secondary Color: Used for borders and secondary elements

Pro Tip: Use your business's primary brand color for consistency. Choose colors with good contrast for readability.

Tax Configuration#

Tax Options:

• Tax Registration ID: Your tax ID, EIN, or business number
• Display Tax ID: Toggle to show/hide on invoices
• Default Tax Rate: Set your sales tax percentage (e.g., 8.5%)
• Tax Inclusive Pricing: Choose if prices include tax or tax is added

Tax Calculation Methods:

1. Tax-Exclusive (default): Tax calculated and added to subtotal
2. Tax-Inclusive: Tax included in displayed prices

Note: Some states require tax on services, others don't. Check your local requirements for service-based businesses.

Payment Terms#

Common Payment Structures:

1. Payment on Pickup (default) — Customer pays when collecting finished quilt
2. Deposit + Balance — 50% deposit at intake, 50% on completion
3. Net Terms — Net 7, 14, or 30 days after completion

Configuring Payment Terms:

• Payment Terms Days: Default days customer has to pay
• Due Date Offset: Days from invoice creation to due date
• Late Fee Percentage: Optional late fee (for reference on invoices)

Accepted Payment Methods#

Select all methods you accept — they'll appear on your invoices. Options include cash, check, credit card, PayPal, Venmo, Zelle, bank transfer, and money order.

Note: Quilt Logger doesn't process payments directly. These settings are informational for your invoices.

Invoice Numbering#

• Prefix: Text before number (e.g., "INV-")
• Sequence: Starting number (increments automatically)

Best Practices:

• Use consistent prefixes across all invoices
• Keep prefixes short (3-5 characters)
• Consider including year for high-volume businesses (e.g., INV-2026-0001)

Services & Pricing#

For step-by-step setup of rates, machines, patterns, extras, and locations, see Services Configuration. Thread and batting catalogs live in Profile → Threads & Batting; see Threads & Batting Inventory.

Quilting Pattern Rates#

• Square Inch Pricing: Most common for longarm quilting
• Per Pattern Rates: Each pattern can have different pricing
• Custom Rates: Override automatic calculations for special projects

Pricing Strategy Tips:

• Price based on time, not just complexity
• Account for thread usage in rates or track it separately in your inventory notes
• Consider minimum pricing for small quilts
• Adjust rates annually for inflation

Threads & Batting#

• Manage material catalogs from Profile → Threads & Batting
• Add top threads, bottom threads, and batting types before quilt intake
• Set batting cost per inch so quilt totals and invoices calculate correctly
• On Basic and Pro, track on-hand stock, set reorder points, and receive low-stock alerts

If a customer provides their own materials, type that detail directly on the quilt record or note it in the quilt notes.

Additional Services (Extras)#

Pricing Units Available:

• Flat Fee: Fixed price regardless of size
• Per Linear Inch: Based on perimeter (great for binding)
• Per Square Inch: Based on area
• Per Square Foot: Area-based in square feet

Enable auto-calculation for dimension-dependent services like binding — it automatically calculates perimeter and applies your per-inch rate.

Storage Locations#

Track where quilts are stored in your workspace.

• Use clear, descriptive names (e.g., Front Rack A, Studio Shelf 2)
• Assign colors for quick visual identification
• Create separate locations for different stages (intake, in-progress, completed)

Workflow & Status Management#

Quilt Statuses#

Each status has a color-coded badge that works in both light and dark themes. Update status promptly as work progresses — your dashboard shows the distribution at a glance.

Scheduling#

Use the schedule view to plan your quilting calendar. For more details, see Scheduling System.

Planning Strategies:

1. Time-Blocking: Allocate specific days to specific quilts
2. FIFO (First In, First Out): Work on oldest quilts first
3. Deadline-Driven: Prioritize quilts with approaching due dates
4. Batch Processing: Group similar patterns or sizes

Data Management#

Photo Management#

• Maximum per Quilt: 10 photos
• File Size Limit: 10 MB per image
• Format: JPEG or PNG
• Recommended Resolution: 1920×1080 or higher

Take before/after photos of each quilt to build your portfolio. Photos are stored securely in the cloud and accessible from any device.

Import/Export#

For detailed import/export instructions, see Importing Data and Exporting Data.

Import Best Practices:

1. Download the template first
2. Fill data carefully, following format examples
3. Import in small batches initially to catch errors
4. Review imported records for accuracy

Communication Settings#

Email Notifications (Basic and Pro Plans)#

Configure automated email notifications for order received, status changes, completion, and custom messages.

SMS Notifications (Pro Plan — Coming Soon)#

Pro plan includes SMS notifications when available. Send text messages for urgent updates, pickup reminders, and schedule changes.

• Always get customer consent before sending SMS
• Track SMS consent in customer records
• Provide opt-out instructions

For more details, see Communication System.

Best Practices#

For New Users#

1. Complete all Company Settings before your first invoice
2. Configure services and rates before adding quilts
3. Set up storage locations that match your physical space
4. Add thread and batting catalogs in Profile → Threads & Batting
5. Import existing customers before creating quilts

For Ongoing Use#

1. Update quilt statuses as work progresses
2. Take photos of each quilt to build your portfolio
3. Review dashboard weekly for insights
4. Export data monthly for backup
5. Update pricing annually for inflation

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Last Updated: June 2026