Wyatt User Guide

Welcome to Wyatt — your all-in-one business management platform built for small and medium-sized businesses. This guide walks you through every feature so you can get the most out of your account.

Recommended Setup Order

1. Company Setup — Enter your company name, logo, address, and regional preferences (currency, timezone, date format).
2. Employees — Add your team members and assign access levels so they can log in.
3. Roles & Permissions — Configure custom roles if you need granular access control beyond the default levels.
4. Customers — Add your client list so you can attach them to projects and invoices.
5. Start Working — Create projects, send estimates, track time, and invoice your clients.

Navigation

The left sidebar is your main navigation. It is organized into collapsible sections:

• CRM — Leads, Customers, Tasks, and Marketing.
• Sales — Estimates, Invoices, and Credit Memos.
• Purchasing — Vendors, Purchase Orders, and Bills.
• Operations — Projects, Time Entries, Expense Reports, Inventory, and Reports.
• Customizations — PDF Templates, Custom Fields, CSV Import, CSV Export, Item Categories, and Audit Log.
• Company — Company Setup, Features, Preferences, Employees, and Roles & Permissions.

What you see in the sidebar depends on your role permissions and which features are enabled. If a section is missing, ask your administrator to update your role or enable the feature.

Your dashboard is the first thing you see after logging in. It provides a personalized overview of your business along with personal productivity tools.

Quick Actions

A row of shortcut buttons lets you quickly create a new project, estimate, invoice, or log time. Only actions you have permission for are shown.

KPI Cards

Four key metrics are displayed at the top: Active Projects, Total Estimates, Hours This Week, and Revenue This Month. These require the dashboard permission.

Personal Task Board

A built-in Kanban board with three columns: To Do, In Progress, and Done. Drag and drop tasks between columns to track your personal workload. These tasks are private to you and not visible to other users.

Personal Notes

Color-coded sticky notes for quick reminders and thoughts. Create, edit, and delete notes directly from the dashboard. Notes are private to your account.

Change Password

A collapsible card at the bottom of the dashboard lets you change your password without navigating away. Enter your current password and a new one. A strength indicator helps you choose a secure password.

Analytics & Recent Projects

An analytics chart and a recent projects list are displayed for users with the appropriate permissions, giving you a quick snapshot of business trends.

Leads are potential customers that haven't been converted yet. Use the Leads module to track prospects as they move through your sales pipeline.

Adding a Lead

1. Navigate to CRM → Leads.
2. Click New Lead.
3. Enter the lead's name, company, contact info, and source.
4. Click Save.

Lead Management

• Status Tracking — Track leads through stages like New, Contacted, Qualified, and Converted.
• Convert to Customer — Once a lead is qualified, convert them into a full customer record with one click.
• Search & Filter — Find leads by name, company, or status.

The Customers module is your client database. Every estimate, invoice, and project links to a customer record.

Adding a Customer

1. Navigate to CRM → Customers.
2. Click New Customer.
3. Fill in the customer name, contact info, and address.
4. Click Save.

Managing Customers

• Search — Use the search bar to quickly find a customer by name.
• View — Click a customer row to see their full profile, including linked invoices, estimates, and projects.
• Edit — Update contact details, address, or billing information at any time.

The Tasks module lets you create and assign tasks across your team. Tasks can be linked to projects for better organization.

Creating a Task

1. Go to CRM → Tasks.
2. Click New Task.
3. Enter a title, description, assignee, due date, and priority.
4. Optionally link it to a project.
5. Click Save.

Task Management

• Status Updates — Move tasks through statuses as work progresses.
• Filters — Filter by assignee, project, status, or priority.
• Personal vs. Team — The dashboard Kanban board is for personal tasks; this module is for team-wide task management.

The Documents module provides a central file storage area for your team. Upload and organize files that need to be shared across the company.

Uploading Files

1. Go to Documents in the sidebar.
2. Click Upload or drag and drop files.
3. Files are stored securely and accessible to team members with the appropriate permissions.

Create professional quotes for your clients. Estimates can be converted directly into invoices once approved.

Creating an Estimate

1. Go to Sales → Estimates and click New Estimate.
2. Select a customer and optionally link a project.
3. Add line items with description, quantity, and rate.
4. Review the total and click Save.

Estimate Lifecycle

Converting to an Invoice

Open an approved estimate and click Convert to Invoice. All line items, customer details, and project links are copied over automatically.

Close & Reopen

You can close an estimate to archive it (e.g., if the client declined). Closed estimates can be reopened if the situation changes.

Track every invoice from creation through payment. Wyatt handles tax calculations, PDF generation, and payment status tracking.

Invoice Statuses

Viewing & Managing Invoices

• Search & Filter — Find invoices by number, customer, or status.
• Generate PDF — Open any invoice and click Download PDF to create a printable document with your company logo and branding.
• Track Payments — Mark invoices as paid and track outstanding balances.

Credit memos allow you to issue refunds or credits against existing invoices. They reduce the customer's outstanding balance.

Issuing a Credit Memo

1. Go to Sales → Credit Memos and click New Credit Memo.
2. Select the customer and the related invoice.
3. Add line items for the credited amounts.
4. Click Save and then Issue when ready.

Credit Memo Statuses

Vendors are the companies and individuals you buy from. Keeping vendor records organized helps you track spending and manage payables.

Adding a Vendor

1. Go to Purchasing → Vendors and click New Vendor.
2. Enter the vendor name, contact person, email, phone, and address.
3. Click Save.

Vendor Details

Each vendor profile shows their contact information, status (Active/Inactive), and a history of all bills and purchase orders associated with them.

Purchase Orders (POs) let you formalize orders to your vendors before goods or services are delivered. They help you track what's been ordered and what's outstanding.

Creating a Purchase Order

1. Go to Purchasing → Purchase Orders and click New PO.
2. Select a vendor and enter the expected delivery date.
3. Add line items with descriptions, quantities, and unit prices.
4. Click Save.

PO Workflow

The Bills module tracks what you owe to vendors and suppliers. It is your accounts payable (AP) center.

Creating a Bill

1. Go to Purchasing → Bills and click New Bill.
2. Select a vendor, enter the bill number, issue date, and due date.
3. Add line items for what was purchased.
4. Click Save.

Bill Workflow

Dashboard Metrics

The Bills page shows summary cards at the top: Total Bills, Unpaid, AP Balance, and Paid. Use the status filter buttons to quickly view bills by status.

Projects are the core of your operations. They tie together customers, estimates, invoices, and time entries into a single view.

Creating a Project

1. Go to Operations → Projects and click New Project.
2. Enter a project name, select a customer, set a budget, and choose a status.
3. Click Create.

Project Statuses

Project Detail Page

Click any project to see its full detail page. From here you can view linked estimates, invoices, time entries, and track overall profitability against your budget.

Log employee hours against projects and tasks. Time entries flow into project costing and employee reports.

Logging Time

1. Go to Operations → Time Entries and click Log Time.
2. Select the date, project, and task.
3. Enter hours worked (in 15-minute increments: 0.25, 0.50, 0.75, etc.).
4. Add an optional memo or attach a photo/receipt.
5. Click Save.

Approval Workflow

Once a time entry is approved by a manager, it is locked and cannot be edited. This ensures payroll accuracy and prevents accidental changes.

Filters

Use the date range picker (defaults to the current week) and the project dropdown to filter your time entries. Click any column header to sort.

Submit and track business expenses. Expense reports can be linked to projects for accurate cost tracking and reimbursement.

Submitting an Expense

1. Go to Operations → Expense Reports.
2. Click New Expense Report.
3. Enter the expense details: date, category, amount, and description.
4. Optionally attach a receipt and link to a project.
5. Click Submit.

Approval Process

Submitted expenses go through a review process. Managers can approve or reject expense reports. Approved expenses appear in project cost reports.

Track your products, materials, and stock levels. The inventory module helps you manage what you have on hand and what needs to be reordered.

Adding Inventory Items

1. Go to Operations → Inventory and click New Item.
2. Enter the item name, SKU, description, unit cost, and quantity on hand.
3. Click Save.

Stock Management

• Quantity Tracking — Monitor current stock levels at a glance.
• Search & Filter — Find items by name, SKU, or category.
• Line Item Integration — Inventory items can be used directly as line items on estimates and invoices.

The Marketing module provides tools to manage your marketing campaigns and outreach efforts directly within Wyatt.

Campaigns

Create and track marketing campaigns. Monitor performance metrics and tie campaigns back to lead generation and customer acquisition.

Wyatt includes a suite of pre-built reports to help you understand your business performance. Reports are organized by category.

Receivables (AR)

• AR Aging — See outstanding invoices grouped by age (0-30, 31-60, 61-90, 90+ days).
• Revenue by Customer — Breakdown of revenue by client.
• Invoice Summary — Invoice trends, status distribution, and totals.

Payables (AP)

• AP Aging — Outstanding bills grouped by age.
• Spend by Vendor — Breakdown of spending by vendor.
• Bill Summary — Bill trends and payment status.

Operations

• Project Profitability — Revenue vs. costs per project, with margin analysis.
• Employee Time — Hours logged by employee and project.

Wyatt offers several customization tools to tailor the platform to your workflow.

PDF Templates

Customize the look and feel of your printed estimates, invoices, and other documents. Edit templates to match your brand with your logo, colors, and layout preferences.

Custom Fields

Add custom fields to records like customers, projects, and invoices. This lets you track additional data specific to your business without any code changes.

CSV Import

Bulk-import records from CSV files. This is useful when migrating from another system or when you need to add many records at once.

CSV Export

Export any record type to a CSV file. Select a table, optionally filter by date range, preview the data, and download. Your data always belongs to you.

Item Categories

Define categories for your line items to keep estimates and invoices organized. Categories help standardize your pricing and descriptions across documents.

Audit Log

A chronological record of important actions taken within your account. The audit log tracks who did what and when, providing accountability and traceability.

Configure your company profile, branding, and regional preferences. These settings apply across the entire account and appear on printed documents.

Company Identity

Enter your company name, legal name, industry, company type, registration number, and tax number. These appear on official documents.

Logo

Upload your company logo. It will appear on invoices, estimates, and reports. Supported formats: PNG, JPG, SVG.

Contact & Address

Add your company email, phone, fax, website, and physical address. This information is used in document headers and footers.

Regional Settings

• Currency — CAD, USD, EUR, or GBP. Affects all monetary displays.
• Timezone — Sets the default timezone for dates and scheduling.
• Date Format — Choose between ISO (2026-03-15), US (03/15/2026), or European (15/03/2026).
• Fiscal Year Start — Select the month your fiscal year begins for accurate reporting.

Features

The Features page lets you toggle optional modules on or off. Enable only the features your business needs to keep the interface clean and focused.

Preferences

The Preferences page contains additional settings for date/time display, language, and other account-wide preferences.

Manage your team members, assign access levels, and control how many seats your subscription includes.

Adding an Employee

1. Go to Company → Employees.
2. Click Add Employee.
3. Enter their name, email, phone, job title, hourly rate, hire date, and access level.
4. Click Create Employee.

Access Levels

• Administrator — Full access to all features, settings, and employee management.
• Manager — Can manage day-to-day operations, approve time entries, and view reports.
• Employee — Limited access for logging time, viewing assigned projects, and basic tasks.

For more granular control, see the Roles & Permissions section below.

Roles define what each employee can see and do in Wyatt. Each employee is assigned a role, and each role has a set of permissions.

How Permissions Work

Every module in Wyatt requires a specific permission. If an employee's role does not include a permission, that module will not appear in their sidebar and they cannot access it directly.

Permission Groups

Managing Roles

Go to Company → Roles & Permissions to create custom roles. Use the checkbox grid to enable or disable each permission per role. Assign roles to employees from their employee profile.

Manage your Wyatt subscription, adjust employee seat counts, and handle billing from the Company Setup page.

Plans

• Starter — $29 CAD/user/month. Up to 5 users with core features.
• Professional — $59 CAD/user/month. Unlimited users with full feature access including bills, vendor management, expense reports, reports, and custom roles.

Viewing Your Subscription

Go to Company → Company Setup and scroll to the Subscription & Licensing section. You will see:

• Status — Active, Trialing, Past Due, or Canceled.
• Plan — Your current subscription tier.
• Next Billing Date — When your next payment will be charged.

Changing Your Seat Count

Use the + and - buttons to adjust the number of employee licenses, then click Update Seats. Changes are prorated — you will only pay for the time remaining in your billing period.

Canceling Your Subscription

Click Cancel Subscription and confirm. Your account will remain fully active until the end of your current billing period. You will not be charged again.

Renewing After Cancellation

If you cancel but change your mind before your billing period ends, click Renew Subscription to remove the scheduled cancellation. Your subscription will continue as normal.