Purpose
Company Preferences is the central configuration hub for TRUE ERP, containing 40+ individual settings modules that control system-wide behavior across all workflows. Each section accessible via the left navigation panel represents a distinct configuration area—from alert thresholds and tax defaults to time clock settings and union agreements—enabling administrators to customize TRUE to match their organization's specific operational requirements. Settings configured here cascade throughout the system and take effect immediately for all users.
Alerts & Notifications
Configure system-wide alerts
Time & Payroll
Time clock, GPS, overtime rules
Quotes/Bids/Jobs
Tax rates, defaults, workflow
Stage Labels
Projects, Tickets, Shipping
Financial Settings
Taxes, terms, chart of accounts
Templates & Automation
Email, message, list templates
Important: Company Preferences requires administrative access. Changes made here affect all users immediately. Review settings carefully before saving, as some changes (like hiding interface elements) can impact user workflows across the entire organization.
Related Articles (Detailed Modules)
The following Company Preferences sub-modules have separate layouts (indicated by arrow icons ↗) with detailed standalone articles:
Accessing Company Preferences
Gear Icon > Company Preferences
Settings Modules Overview
Each module in the left navigation panel represents a distinct configuration area
Alerts & Notifications
Configure system-wide alert thresholds that trigger notifications before due dates, expirations, and deadlines. Alerts are sent prior to the start of the workday on the due date.
| Warranties | Days before warranty expiration to create alert |
| Bills | Days before bills are due to create alert |
| Vendor Quotes | Days before vendor quotes expire to create alert |
| Notices to Owners | Days before notices to owners expire to create alert |
| New Hires | Days employed before new hire alert triggers |
| Bids | Days before bids are due to create alert |
| RFI | Days before RFI is due to create alert |
| Tasks | Days before task is due to create alert |
| Submittals | Days before submittal is due to create alert |
| Insurance | Days before insurance expires to create alert |
| Pay Requests | Days before pay request is due to create alert |
| Time Clock | Days to check for unfinished time clock punches |
| Leads | Days before lead is due to create alert |
| Quote | Days before quote follow-up to create alert |
| Overtime | Hours in payweek before overtime alert triggers |
| Alert Time | Time of day alerts are sent |
| Training | Days before training expires to create alert |
| Auto Archive | Days before alerts are automatically archived (if empty, no auto-archive) |
| Vendor Rentals | Days before vendor rental is due to create alert |
| Weekend Alerts | When checked, alerts will be sent on weekends |
| Disable Alerts | When checked, no alerts will be created system-wide |
Workflow & Automation
Configure automated workflows and triggers that execute based on system events or schedules. Automations can streamline repetitive tasks and ensure consistent process execution.
Create and manage email templates used throughout TRUE for automated communications, notifications, and standard correspondence. Templates support merge fields for dynamic content.
Define SMS and in-app message templates for quick communication with clients, vendors, and team members. Templates can include dynamic placeholders for personalization.
Create reusable list templates for tasks, checklists, and standard operating procedures that can be applied to projects, work tickets, and other records.
Quotes / Bids / Jobs
Configure default values and behaviors for the Quotes, Bids, and Jobs modules including tax settings, display options, and workflow automation.
| Default Tax Basis for Quotes / Jobs | Sets whether sales tax is calculated on cost or sell price. "Retail" = sell price, "Purchase" = cost |
| Default Tax Rate for Quotes / Jobs | Default tax rate applied when creating new Quotes or Jobs |
| Default Tax Basis for Bids | Sets whether sales tax is calculated on cost or sell price for Bids only |
| Default Tax Rate for Bids | Default tax rate applied when creating new Bids |
| Default Division for Quotes / Jobs | Default division assigned when creating a new Quote or Job |
| Default Quotes / Jobs Name | Controls display name order for Quotes/Jobs (e.g., "Edit Name") |
| Assign Self | When checked, the user who creates a Quote, Job, or Bid is automatically assigned |
| Add All Attributes | When checked, all available attributes are automatically added to new Quotes or Jobs |
| Force Catalog Only | When checked, users cannot add manual line items—only catalog items allowed |
| Materials Nontaxable | When checked, manually added material line items default to nontaxable |
| Labor Nontaxable | When checked, manually added labor line items default to nontaxable |
| Use Catalog Description | When checked, the catalog description is copied to line item notes |
| Force Materials Workflow | When checked, users must use Materials module for purchase orders and stock fulfillment |
| Require Payment if Default Terms | When checked, Jobs cannot be marked complete if default terms apply and balance is unpaid |
| Hide Unscheduled | When checked, the "Unscheduled" segment hides in Quotes and Jobs modules |
| Hide Notify Client | When checked, the "Notify Client" segment hides in Quotes, Jobs, and Work Tickets |
| Hide Unsent | When checked, the "Unsent", "Sent", and "Follow-Up" segments in the Quotes and Jobs modules hide |
| Hide Labor / Hours | When checked, "Labor" and "Hours" totals in the Quotes and Jobs modules hide |
| Hide Equipment Mode | When checked, the "Equipment" mode in the Jobs module hides |
| Hide Purchases | When checked, the "Purchases" segment in the Jobs module hides |
| Hide Shipping | When checked, the "Shipping" workflow button in the Jobs module hides |
| Hide Manager Approval / Approval Amount | When checked, the Manager Approval segment is hidden. If unchecked and an Approval Amount is set, the segment only hides when the value of the quote is less than the set amount |
| Hide Sales Approval | When checked, the Sales Approval segment is hidden |
| Hide Unassigned | When checked, the "Unassigned" segment is hidden |
| Hide Review | When checked, the "Review" segment is hidden |
| Hide Cash Sale | When checked, the Cash Sale invoice option is hidden for all users |
| Require Review | When checked, a Job requires a review prior to Invoices being created |
| Require Client for Payments | When checked, a client is required to be set in a Job/order prior to a payment being taken |
| Credit Limit Check | When checked, a Job cannot be created with a client that exceeds their credit limit |
| Manual Tax Type | When checked, no tax rate is set on new records—company default and client default are ignored |
| Time Clock Initially Off | When checked, the time clock feature is initially turned off when a Job is created |
| Use Bid ID | When checked, a Bid displays the Bid ID by default instead of the originating Opportunity ID |
| Minimum Markup/Margin | When checked, the markup/margin on line items in Quotes, Jobs, and Bids cannot be manually modified below the minimum set in the linked Product/Service record |
| Use Margin | When checked, Margin replaces Markup in Quotes, Jobs, and Bids list and table views |
| Template | When checked, upgrading a Quote marked as a Template creates a new Job based on the Template Quote instead of upgrading the Template Quote itself |
| Restrict Down Payments | When checked, down payments can only be created if the Quote or Job is less than 100% invoiced and has less than 100% down payment received |
| Job Costing Hours | When checked, reports in TRUE use actual hours as reported within the Job Costing system instead of the default behavior of using real-time hours from TRUE Time |
| Default Material Markup % | Manually added line items set as Material start with this Markup % |
| Default Labor Rate | Manually added line items set as Labor start with this Rate |
| Default Labor Markup % | Manually added line items set as Labor start with this Markup % |
| Default Line Item Cost Code | If an estimate line item's cost code has not been set when the bid is upgraded to a contract, this default cost code is set for it |
| Default Bond Cost Code | If a bond is used on a Bid, this default cost code is set when the Bid is upgraded to a Contract |
| Default Rounding Cost Code | If rounding is used on a Quote / Job, this default cost code is set when the line item is added |
| Auto Archive Delay (Jobs) | If a value of zero or more is entered, Jobs marked as "Complete" with a zero uninvoiced amount are automatically archived based on the number of days indicated |
| Auto Archive Delay (Quotes) | If a value of zero or more is entered, Quotes that are "Sent" are automatically archived based on the number of days indicated |
| Auto Follow-Up in Days (Quotes) | Number of days a follow-up is set to when a Quote is sent. If empty, no follow-up date is set |
| Auto Follow-Up in Days (Bids) | Number of days a follow-up is set to when a Bid is sent. If empty, no follow-up date is set |
| Default Task Template Jobs | Select an existing Task template. Whenever a new Job is created, this task template loads automatically |
| Down Payment Threshold (+ Below Threshold % / At / Above Threshold %) | When creating a down payment on a Quote or Job: if the sell price is less than the threshold value, the down payment percentage is set to the "Below Threshold" percentage; if greater or equal, the "At / Above" percentage is used |
Configure default settings and behaviors for the Leads and Contacts modules, including the Leads stage button bar and the default name display order.
| Stage Labels | Create a list of stages to use in the Leads module. The first 5 stages listed show on the blue button bar. |
| Default State/Province | Automatically sets a default state/province when entering new Leads and Contacts. |
| Add All Attributes | When checked, all available attributes are automatically added whenever a new Lead is created. |
| Keep as Lead | When a Lead is upgraded to a Quote or Job, it is kept in the Leads list for further use. By default, Leads are hidden once upgraded. |
| Set as Company | When checked, the Company checkbox is checked by default whenever a new Lead is created. |
| Name Display Order | Numbered slots (Prefix, First, Middle, Last, Suffix, Nickname) rearrange the default display order for new Leads and Contacts. The default name display is <<First>> <<Last>>. |
Configure settings for the Opportunities module used in sales pipeline management and bid tracking.
| Stage Labels (1–4) | Choose the 4 stages displayed on the blue button bar in the Opportunities module. While you can have many stages configured in the Categories module, only these 4 appear on the button bar. A blue Configure "Opportunities - Stages" text link in this section jumps directly to Gear → Categories → Opportunities - Stage. |
Configure default settings for contract management including billing cycles, pay request workflows, and change order handling.
| Stage Labels (1–7) | Choose the 7 stages displayed on the green button bar in the Contracts module. While you can have many stages configured in the Categories module, only these 7 appear on the button bar. A blue Configure "Contracts - Stages" text link in this section jumps directly to Gear → Categories → Contracts - Stage so you can add, edit, or reorder the master list of Stage values without navigating manually. |
| Add All Attributes | When checked, all available attributes are automatically added whenever a new Opportunity, Bid, or Contract is created. |
| Time Clock Initially On | When checked, the Time Clock feature is initially turned on when a Contract is created. |
| Job Costing Hours | When checked, dashboards and reports use actual hours reported via TRUE Time for the Job Costing system instead of the default real-time hours from TRUE Time. |
| Default Division for Contracts | Default Division set when a new Contract is created. |
| Default Contract Categories | Categories pre-populated on new Contract records. |
| Hide Manager Approval / Approval Amount | When Hide Manager Approval is checked, the Manager Approval segment for Bids is hidden. If it is unchecked and an Approval Amount is set, the segment only hides when the quote/bid value is less than the set amount. |
| Default Task Template Contracts | Select an existing Task template. Whenever a new Contract is created, this task template loads automatically. |
Projects & Tickets
Configure the 6 stage labels displayed on the Projects module button bar. While additional stages can be configured in the Categories module, only 6 will display on the button bar.
| Stage 1 | First stage label |
| Stage 2 | Second stage label |
| Stage 3 | Third stage label |
| Stage 4 | Fourth stage label |
| Stage 5 | Fifth stage label |
| Stage 6 | Sixth stage label |
Configure stage labels and default behaviors for the Work Tickets module including time clock and attribute settings.
| Stage Labels (1-6) | Choose the 6 stages displayed on the orange button bar in the Work Tickets module. While you can have many stages configured in the Categories module, only these 6 appear on the button bar |
| Add All Attributes | When checked, all available attributes are automatically added to new Work Tickets |
| Empty Date | When checked, the date field is left empty when creating new Work Tickets |
| Time Clock Initially Off | When checked, the time clock feature is initially turned off for new Work Tickets |
| Hide Work Ticket Item Notes | When checked, Work/Pick Ticket Items no longer show notes but display more of the description |
| Assign Self | When checked, the user who creates a Work Ticket is automatically assigned |
| Set Description | When a new Work Ticket is created from a Job, the "Description / Scope / Instructions" field in the new Work Ticket is set to match the same field in the Job |
| Set Related | When a new Work Ticket is created from a Job, any file toggled for "Field" visibility is automatically linked to the new Work Ticket. Files in a folder are ignored |
| Custom App | When checked, navigating to the Work Ticket module takes the user to their custom Work Ticket layout |
| No Related File | When checked, files uploaded into a Ticket are not also linked to the Job or Contract the Ticket may be related to. Default behavior is to link files |
| Auto Archive Delay | If a value of zero or more is entered, Work Tickets marked as "Complete" are automatically archived based on the number of days indicated |
| Outcome | If an Outcome is selected, all Tickets created always default to this Outcome. Otherwise, the Outcome is set based on TRUE's default behaviors |
Configure stage labels and default values for the Shipping module including carrier and origin settings.
| Stage Labels (1-5) | Customize the 5 stage labels for the Shipping button bar |
| Default Shipper | Default shipper assigned when creating new shipping records |
| Default Carrier | Default carrier assigned when creating new shipping records |
| Default Origin | Default origin address for new shipping records |
| Hide Shipping Review | When checked, the "Review" segment hides in the Shipping module |
Configure settings for project planning, scheduling, and resource allocation features.
Time & Payroll
Configure time clock behavior including payroll week start, default activities, GPS settings, and automatic break handling.
Time Clock Default States by Module
| Module | Default | Company Preference Setting | Individual Record Location |
|---|---|---|---|
| Jobs | ON | "Time Clock Initially Off" (Quotes/Bids/Jobs) | Job > Options > Edit |
| Contracts | OFF | "Time Clock Initially On" (Contracts) | Contract > Setup > Details |
| Tickets | ON | "Time Clock Initially Off" (Tickets) | Ticket > Time Clock checkbox |
Tip: Use Batch Select to toggle Time Clock ON/OFF for multiple records at once.
| First Day of Payroll Week | Sets the default view in Time Review and when overtime resets (typically Sunday or Monday) |
| Payroll Rate Rule | When prevailing wages apply and worker's rate is less than prevailing rate, determines if prevailing or standard hourly rate applies |
| Default Work Activity | Activity applied by default when no activity is indicated during time clock punch (used in "Error Check") |
| Default Cost Code | Cost code applied when Default Work Activity is used |
| Prompt for Travel Activity | Option for choosing different activities when logging "Travel Between" punches (typically "Skip") |
| Default Travel Between Activity | Activity applied by default when completing a time clock punch with no activity indicated |
| Default Travel Between Cost Code | Cost code applied when Default Travel Between Activity is used |
| Default Travel Pay Cost Code | Cost code applied when a "Travel Between" punch is created |
| Default Per Diem Cost Code | Cost code applied when a "Per Diem" punch is created |
| Time Clock Note Settings | Configure whether notes are required, optional, or hidden when finishing time clock punches |
| Time Clock Interval | Sets interval accuracy to 6 or 15 minute increments (6 or 15 minute increments) |
| Auto Determine Cost Center | When using Time Clock, determines closest Job, Contract, or Facility based on GPS location |
| GPS Accuracy | GPS accuracy in meters for location tracking |
| GPS Time Out | Seconds before GPS times out. Higher values = more accurate but slower |
| Site Type | Default punch location type: Onsite or Offsite (by default, set by cost center location) |
| Default Time Card | Default Time Card eForm to use |
| Ignore Onsite/Offsite | When checked, "Error Check" in Time Review always uses linked labor classifications for activities |
| Disable Activity Logging | When checked, notes added to time clock punches do not appear in cost center activity log |
| Auto Unpaid Break | Configures automatic unpaid break time |
Configure overtime calculation rules. Overtime can be layered as Day, Weekly, and Consecutive rules, each with two tiers (Tier 1 and Tier 2).
| Day — Tier 1 / Tier 2 (Start Hour, Multiplier) | If overtime can occur within a single day, indicate the hour it starts and the multiplier (for example, Start Hour 8 and Multiplier 1.5). Tier 2 sets another layer of overtime within the same day (for example, Start Hour 12 and Multiplier 2). |
| Weekly — Tier 1 / Tier 2 (Start Hour, Multiplier) | If overtime can occur within a single week, indicate the hour it starts and the multiplier (for example, Start Hour 40 and Multiplier 1.5). Tier 2 sets another layer of overtime within the same week. |
| Consecutive — Tier 1 / Tier 2 (Start Day, Start Hour, Multiplier) | If overtime can occur on consecutive days worked, indicate the day it starts, the hour on that day, and the multiplier (for example, Start Day 7, Start Hour 0, Multiplier 1.5). Tier 2 sets another layer within the same consecutive period (for example, Start Day 7, Start Hour 8, Multiplier 2). |
| Use Blended Overtime | When checked, overtime rates are calculated using a weighted blend of regular hours. This is a requirement in some jurisdictions. |
Configure payroll processing settings including the payroll provider, pay types, withholdings, per diem, and Travel Pay.
| Provider | Select the payroll provider you use. If you don't see your provider or have special needs, contact TRUE Support for assistance. |
| Company ID | If your payroll provider export includes a company identifier, enter that ID here. |
| Treat Salary as Hourly | When checked, payroll breakouts for personnel with salaried positions are created based on punches instead of assuming 8 hours a day, 5 days a week. |
| Breakout Attendance Punches | When checked, payroll breakouts for attendance punches are created during the payroll process. |
| Include Travel Pay for Workers Comp | When checked, TRUE computes a workers comp rate for Travel Pay punches based on the employee's default workers comp rate. |
| Use Historical Positions for Breakout | When checked, TRUE uses the position that would have been active at the start of a payroll period to determine wage rates. If unchecked, TRUE always uses the current primary position. |
| Pay Type | List of pay types used in the payroll process (e.g., Attendance, Bonus, Commission, Holiday). If you use a payroll provider, these are created automatically during withholdings imports. The gear icon on each row opens that pay type's ledger mapping: Wages Payable Account, Wages Expense Account, Split Expenses for Jobs and Contracts (separate Wage Expense Accounts for Jobs and for Contracts), and Job Costing. |
| Withholdings | List of withholding types used in your payroll process (columns: Description, Deduction Type, Year). If you use a payroll provider, these are created automatically during withholdings imports. The gear icon on each row opens that withholding's ledger mapping: Payroll Liability, Payroll Expenses, Split Expenses for Jobs and Contracts, and Job Costing. |
| Per Diem Type | Sets the per diem pay type and default rates of pay, including Per Diem Full Day Rate and Per Diem Half Day Rate. Used in the Time Review module. |
| Travel Pay Hourly Rate | Sets the default rate of pay when using Travel Pay. Sometimes referred to as windshield time, this is a fringe benefit paid to a worker at the beginning and end of the day to commute directly to the job site from home. Used in the Time Review module. |
| Travel Pay Commute (Minutes) | Number of minutes that will not be included in the Travel Pay calculation. For example, if a worker must commute 45 minutes to a job site and this field is set to 30, the worker is paid for only 15 minutes. |
| QB Payroll Wage Item for Regular / OT / OT2 Pay | Sets the QuickBooks Payroll Wage Items used for regular pay, overtime tier 1 pay, and overtime tier 2 pay. |
Configure travel pay rates, per diem amounts, and lodging costs for field personnel travel expense calculations.
| Rate of Travel Pay | Estimated hourly amount paid to workers while traveling |
| Cost per Mile or Kilometer | Estimated cost per mile/km for company vehicle usage |
| Workers Per Vehicle | Average number of workers per vehicle—more workers = less vehicle expense |
| Hours Per Workday | Daily shift hours to calculate travel and lodging costs (8, 10, or 12 hours) |
| Per Diem Rate (Full) | Additional amount for workers starting and ending a workday at lodging |
| Per Diem Rate (Half) | Additional amount for workers starting or ending at lodging |
| Rotation (Hours) | Hours worked before rotating home—affects lodging and travel costs |
| Lodging Cost | Hotel cost including taxes and fees per room per night |
| Workers Per Room | Number of workers per hotel room |
Each field includes an "Editable" checkbox to control whether field users can modify these values.
Track union agreements and specialized union rules that affect gross payroll calculations. Define unions with skill levels, vendors, agreement details, and payroll rules.
| Union | Union name identifier (e.g., "Local 789") |
| ID | Union identification number |
| Skill Levels | Define skill levels within the union (e.g., Apprentice, Journeyman) |
| Vendors | Link vendor records associated with the union |
| Type | Union type classification (e.g., National, Local) |
| Agreement Name / Number | Union agreement details for reference |
| Rules | Define payroll rules (e.g., "5.00/hr" or "5.00% of gross wages") |
Configure wage rates, prevailing wage requirements, and labor cost calculations. Define base pay rates and special pay codes for different work types.
Company Setup
View and manage your TRUE subscription registration information. This information is not directly modifiable—contact support via the "?" icon to request changes.
| Company Name | Legal entity name for TRUE subscription |
| Phone | Primary contact phone number |
| Primary contact email address | |
| Address | Registered business address |
Configure corporate headquarters address and time zone settings. Auditing records, time clock timestamps, and multi-timezone operations rely on these settings.
| Corporate Headquarters Address | Primary business address used for time zone calculation. Click "Refresh" after changing. |
| Time Zone | Automatically calculated based on Corporate Headquarters Address |
| Daylight Savings | Indicates whether daylight saving time applies (Yes/No) |
Configure multiple company entities or brand identities that operate within your TRUE instance for multi-company operations.
The Company Email address is used by default when emailing eForms or sending built-in notifications to clients. Use the Setup button to link your email. A Configured / Manual toggle indicates the connection state—the Configured indicator shows red until email is set up.
| Email Address | The address emails are sent from by default. |
| Sender Name | The display name shown on outgoing email. |
| Bypass Send Confirmation | When checked, the success/failure response from the email service provider is ignored. |
| Signature Block | Rich-text signature appended to outgoing email. |
Configure language and localization settings for your TRUE instance.
Financial Settings
Configure financial management settings including the fiscal year, tax handling, journal entry posting rules, and invoicing and bill payment behavior.
| Fiscal Year Start | Set the start month of your fiscal year. |
| Hide Job Costing | When checked, Job Costing modes and features are hidden everywhere. |
| Skip Payment Receipts | When checked, TRUE will not prompt users to send a receipt after recording a payment. |
| Set Tax Paid in Bills Module | When checked, Tax Paid is checked by default for each newly created Bill. This feature is used to track Use Tax. When Tax Paid is not checked, the Bill is flagged as possibly requiring Use Tax when using TRUE Accounting. |
| Set Tax Paid in Expenses Module | When checked, Tax Paid is checked by default for each newly created Expense. This feature is used to track Use Tax. When Tax Paid is not checked, the Expense is flagged as possibly requiring Use Tax when using TRUE Accounting. |
| Create Entries when Receiving | When checked, TRUE automatically creates journal entries when receiving a Purchase Order. |
| Record COGS on Delivery | When checked, TRUE records Cost of Goods Sold when inventory has been flagged as delivered in the Shipping module. If unchecked, TRUE records Cost of Goods Sold when a bill is received for a Purchase Order. |
| Allow Unbalanced Journal Entries | When checked, TRUE allows unbalanced journal entries to be posted. This setting should only be enabled when entering opening balances. |
| Automatically Post Journal Entries | When checked, TRUE automatically posts newly created journal entries if possible. |
| Require Journal Entry Date Match | When checked, TRUE requires that journal entries have an entry date that falls within the posting period of the entry. |
| Manual Invoice Paid | When checked, TRUE allows users to manually click the Paid button in Invoices to indicate they were paid outside of TRUE. Otherwise, a payment and zero balance are required to automatically indicate paid. |
| Allow Modification of Posted Source Documents | When checked, TRUE allows users to make modifications to source documents that have been posted. |
| Require Products / Services | When checked, Invoices can only be created with line items that are linked to a Product / Service. No manual line items are permitted. |
| 100% Received before Payment | When checked, payments cannot be made for a Bill unless all linked items are 100% received. |
| 100% Received before Journal Entry | When checked, journal entries cannot be made for a Bill unless all linked items are 100% received. Recommended when using receiving journal entries. |
| Allow Payment of Unposted Bills | When checked, allows payments to be created for Bills that have not yet been posted. |
| Use Extended Payroll Entry | When checked, TRUE itemizes the payroll journal entry by employee; otherwise the entry is condensed by ledger account. |
| Use Tax Picker | When checked, a picker window shows when selecting tax instead of a dropdown list. |
| Bill Payments Require Manager Approval | When checked, Bills require a manager approval prior to payments being applied. |
| Require Client for Invoices | When checked, a client is required to be set in a Job or Contract before an Invoice can be created. |
| Hide Commission | When checked, the commission percentage column is hidden when assigning users. |
| Always Allow Job Invoicing | When checked, the New Invoice feature within the Jobs module is always available. Invoicing options otherwise hide if the Uninvoiced balance of an invoice is zero. |
| Revised Job Costing | When checked, manually created job costing entries always default to Revised instead of Original. |
| Auto Archive Delay (Bills) | If a value is entered, Bills with a zero balance that have already been synced or posted are automatically archived based on the number of days indicated. |
| Auto Archive Delay | If a value is entered, Invoices with a zero balance that have already been synced or posted are automatically archived based on the number of days indicated. |
| Default Down Payment Description | When a new down payment invoice is created, the description is set to this value. |
| Tax Model | Choose between the US / Global tax models. This affects how taxes are handled on Invoices and Bills. |
| Maximum Bill Amount | If a value is entered, users without access ID 579 will not be able to approve Bills with a value greater than this amount. |
Manage chart of accounts mappings for general ledger integration with QuickBooks and other accounting systems.
Configure tax rates, tax jurisdictions, and tax calculation rules used across Quotes, Jobs, and Invoices.
Define payment terms (Net 30, Net 60, Due on Receipt, etc.) applied to invoices and customer accounts.
A bond is sometimes required on contract jobs. TRUE can attempt to calculate the bond amount if you enter the information from your agent here—useful when you're confident you'll receive a bond but need the correct amount to submit a bid on time.
| Rate per Amount | The base rate used to calculate the bond. |
| Additional Fee | An extra percentage sometimes used for items like hurricane recovery fees. |
| Levels 1–6 | Enter the amounts found on your bond letter, using only as many levels as needed. Each level has Limits, Rates, and a calculated Iterated Rates value. |
Print checks by entering your information below. TRUE Accounting only.
| Check Logo | Drag & drop the logo to appear on checks. Only use this if your checks do not already have your logo. |
| Corporate Name | The company name as you want it to appear on the check. |
| Corporate Information | Usually the company address; can also include EIN and other information. |
| Check Template | Select the check template to use. If your template isn't available, contact TRUE support. |
| Create Positive Pay File | When checked, a positive pay file is generated during check printing. |
| Positive Pay File Filename Format | The naming scheme for the positive pay file (normally "COMPANYID_POSPAYFILE"). TRUE appends the date to this string. |
Configure purchase order settings including stage labels, receiving and inventory behavior, dependent IDs, and approval workflows.
| Stage Labels (1–6) | Choose the 6 stages displayed on the purple button bar in the POs module. The numbered dropdowns pull from the master Stage list in Gear → Categories → Purchasing - Stage. A blue Configure "Purchasing - Stages" text link in this section jumps directly to the Categories editor so you don't have to navigate there manually. Additional stages remain available on individual PO records even when not shown on the button bar. |
| Default Tax Rate | Sets the default tax rate when new purchase orders are created in the Purchasing module. The tax rate can always be edited in the module. |
| Tax Exempt | When new purchase orders are created, the tax exempt checkbox is turned on/off by default. |
| Receiving Off | When new purchasing line items are created, the Receiving checkbox is always off by default. |
| Inventory Off | When new purchasing line items are created, the Inventory checkbox is always off by default. |
| Force Catalog Items Only | When checked, purchase orders do not allow manual line items or editing of existing Product / Service descriptions. |
| Require Item Codes | When checked, if a purchase is sent, TRUE first requires all line items to have Cost Codes and Contract Items set where appropriate. |
| Use Contract Dependent ID | When checked, POs created from a Contract use a Contract-incremented ID format instead of the global PO ID format. A new Module ID format must be set in Contract Dependent ID Formats. |
| Use Job Dependent ID | When checked, POs created from a Job use a Job-incremented ID format. A new Module ID format must be set in Job Dependent ID Formats. |
| Schedule Assigned | When checked, if a schedule is created from a purchase, anyone assigned to the linked Job is automatically resourced. |
| Files in Purchasing Only | When checked, files and images uploaded to Purchasing are not automatically also linked to a related Job or Contract. |
| Auto Archive Delay | If a value is entered, purchasing records that are "Fulfilled" are marked as complete/archived based on the number of days indicated. |
| Default Template | Select an existing PO template. Whenever a new PO is created, this template loads automatically. |
Contacts & Vendors
Configure default behaviors for client, vendor, and subcontractor record management.
| New Client "Account Hold" | When checked, the Account Hold toggle is set on whenever a new client is created. |
| Enforce Validation | When checked, account emails and names are checked to ensure they're entered properly. |
Configure email capture to save and link emails to records in TRUE. Generate unique codes for each record, forward emails with the code to TRUE's capture address, and all emails and attachments are automatically stored in the record's Files/Emails/Notes section.
| Generate Code | Click the envelope icon (✉️) in any record or use the hamburger menu (☰) > Email Capture to generate a unique capture code |
| Capture Address | Forward emails to TRUE's designated email capture address (displayed when generating code) |
| Attachments | Email attachments are automatically captured and stored with the email |
| Access Control | Manage who can view captured emails via hamburger menu > Record Access |
| Manual Pull | Force check for new emails via gear icon > Get Emails in the Email Capture module |
The Email Capture settings page in Company Preferences provides the following configuration fields:
| Email Address | Your free system email capture address (e.g., 00001@trueuploads.com). |
| Email Capture Time | Time in minutes between email captures. Minimum 30 minutes. |
| Restrict Access | When checked, emails are only captured from addresses set in a user's Alert Notifications Email field (in User Preferences or Users/Access). |
| Disable Inline Images | When checked, captured emails won't import inline images as Files. Attachments are still imported. |
| Lead Sending Address / Lead Subject | Used to filter emails from a submitted web form and create Leads. May require custom development and additional charges depending on form complexity. |
Configure how incoming external Messages are assigned and how long Messages are kept before archiving.
| Configure (assigned users) | Use the Configure button to manage the user list shown in this section. Each of the listed users is assigned to all incoming unknown external Messages. When configuring, TRUE displays a consent notice: using the messaging system requires consent from the numbers you are messaging, and sending messages in an unauthorized way may result in suspension of the messaging service. |
| Auto Archive | Enter the number of days after which Messages are automatically archived. If empty, Messages are not automatically archived. |
Resources & Assets
Configure vehicle maintenance intervals and preventative maintenance checklists. Vehicles will indicate a problem and assigned personnel receive alerts when maintenance is due.
| Preventative Maintenance Interval | Days between required maintenance checks for all vehicles |
| Checklist | Standard maintenance checklist items verified during each check (e.g., Battery, Tires, Oil, Transmission, Wiper Fluid) |
Configure materials management settings, primarily governing behavior in the Receiving module and how inventory records are created.
| Expected Delivery Modifier | By default, the Expected feature in the Receiving module shows all items that have not yet been received based on the Expected Delivery date in the Purchasing module. Enter a modifier, in days, to adjust what shows. For example, if you enter 2, items show 2 days before their Expected Delivery date. |
| Default Receiving Location | In the Receiving module, this location is set by default. |
| Require Receiving Location | When checked, inventory items can only be received if a Receiving Location is currently indicated. |
| No Inventory When Receiving | By default, inventory records are created automatically when items are received. When checked, inventory is not created. |
| No Labels When Receiving | When checked, the user is not asked if they want to print an inventory label when receiving items in the Receiving module. |
| Use Default Product Location | When checked, items received in the Receiving module are assigned their linked product's default location. |
| Include Notes | When checked, includes notes for requests and tickets. |
| No Inventory for Contracts | When checked, no inventory is created when receiving items in the Receiving module if the linked cost center is a Contract. |
| Auto Update Ordered | When checked, the Ordered column automatically updates upon initial navigation to the module. Warning: this may cause performance issues. |
| Inventory No Cost | When checked, creating inventory does not require a cost. |
Define required training types, certifications, and education requirements tracked for personnel. Training records show active and all personnel counts for each training type.
| Name | Training or certification name (e.g., OSHA 30, CDL, R/T Forklift) |
| Description | Detailed description of training requirements |
| Active Personnel | Count of active personnel with this training |
| All Personnel | Count of all personnel (active and inactive) with this training |
Mobile & Field Apps
Configure the TRUE Field mobile app behavior for field personnel including schedule visibility.
| Schedule Days | Number of days shown in addition to today when viewing schedules. If "1" is entered, users see today and tomorrow. If empty, no restriction applies. This restricts how many days ahead a user can see on their schedule. |
System Configuration
Customize dropdown fields across TRUE including stages, types, and other categorization options. Access via Gear Icon > Categories.
| Stages | Track workflow progress (e.g., New, In Progress, Complete). Stages power navigation buttons in Leads, Opportunities, Contracts, Work Tickets, Purchasing, and Shipping modules. |
| Types | Classify records by category (e.g., Service Call, Installation, Repair). Types typically remain constant for the life of a record. |
| Sort Order | Add numerical prefixes for custom sort order (e.g., "01. New", "02. In Progress", "03. Complete"). By default, options display alphabetically. |
Important: Stage labels in Company Preferences and Categories must match exactly for navigation buttons to function correctly.
Configure third-party integrations including QuickBooks, payment processors, and other external systems.
Configure the product/service configurator used in Quotes and Jobs for building complex assemblies and configurations.
Configure the company branding and defaults applied to eForms. A Sample eForm Header Display previews how the header will look.
| Logo / Company Name / Phone / Fax / Email / Website / Address | Company information shown in the eForm header. |
| Include Email Capture Code | When sending forms via email, automatically include relevant email capture codes. |
| BCC Forms To Company | When sending forms via email, automatically BCC the company Email Capture address. |
| Force English | When checked, generated eForms will be in English. |
| ePay Defaulted On | When checked, ePay is enabled by default when sending eForms via email or text. |
| eSign Legal Statement | The legal statement shown when eForms are digitally signed by clients in a web browser on desktop or mobile. |
Configure the phone number format, how each module increments record IDs (including Contract- and Job-dependent IDs), barcode type, and the browser tab title.
| Phone Number | The format of how your phone numbers will look. The standard format is (###) ###-####. You must use # symbols—do not type an actual phone number here. |
| Module ID Formats | Customize how each module increments IDs. Select a module (e.g., Assets, Bids, Bills, Contracts, Invoices, Jobs, Vendor Quotes, Work Ticket), then click Edit. The edit card provides Format, Reset?, Prefix, Current ID, Last Modified, Division / Facility, and Prefix / Suffix. Make adjustments and click Confirm. |
| Contract Dependent ID Formats | Customize how dependent modules increment IDs for records created under a Contract. Selectable modules: Change Orders, Container, Invoices, Pallet, Pay Requests, Purchase Orders, RFI, RFQ, Submittals, Transmittals, and Work Tickets. The edit card provides Format and Prefix. |
| Job Dependent ID Formats | Customize how dependent modules increment IDs for records created under a Job. Selectable modules: Invoices, Purchase Orders, and Work Tickets. The edit card provides Format and Prefix. |
| 1D Barcode Type | Choose the type of 1D barcode you prefer to use when available (e.g., EAN-13). Note: the majority of barcodes used in this system are 2D QR codes. |
| Browser Tab / Window Title | This displays in your browser tab; by default it shows TRUE. |
| Use Contract Dependent ID (Invoices) | When checked, if a Contract is set on an Invoice, the standard ID is replaced with a Contract-incremented one. A new Module ID format is required to be set in order for IDs to generate. |
| Use Job Dependent ID (Invoices) | When checked, if a Job is set on an Invoice, the standard ID is replaced with a Job-incremented one. A new Module ID format is required to be set in order for IDs to generate. |
| Use Contract Dependent ID (Work Tickets) | When checked, if a Contract is set on a Work Ticket, the standard ID is replaced with a Contract-incremented one. A new Module ID format is required to be set in order for IDs to generate. |
| Use Job Dependent ID (Work Tickets) | When checked, if a Job is set on a Work Ticket, the standard ID is replaced with a Job-incremented one. A new Module ID format is required to be set in order for IDs to generate. |
| Use Custom Jurisdictions | Enables the use of custom jurisdictions. (Verify exact behavior in the live UI before relying on this setting.) |
Configure defaults and behaviors for the Calendar, Events, and Scheduling modules.
| Schedule Start / Schedule Finish | Default start and finish times set when new schedule records are created (format HH:MM). |
| Automatic Archive | Number of days after which event and schedule records are automatically archived. If left empty, records do not auto-archive. |
| Resource List | The names used to search in the Events module and the Scheduling module. |
| Status List | The statuses used to search in the Events module and the Scheduling module (e.g., Appointments, Installation, Permitting, Vacation). |
| Schedule Display | Controls how Schedule records display on the Calendar (e.g., Title, Description). Edit via the pencil icon; if not set up, the default display is used. |
| Conflict Check | When checked, events modified on the calendar show an error and revert if an assigned resource is already scheduled for that time. |
| Queued | When checked, newly created Events and Schedules appear in the Queued list. |
| Disable Activity Logs | When checked, TRUE no longer creates Activity Log entries in linked Jobs and Contracts when a Schedule is modified. |
System performance and display tuning toggles that trade automatic loading, sorting, and summary counts for faster navigation in large databases.
| Stop Initial Sorting | When toggled on, modules with an initial sort (Clients, Vendors, Subcontractors, Purchasing, Vehicles, Bids, and Assets) show records in creation order to increase speed and performance. |
| Record Display Limit | Sets the list record limit for all users that do not have a specific record limit set yet. |
| Stop Initial Record Load | When checked, records do not load upon initial navigation in modules including Clients, Vendors, Subcontractors, Quotes, Jobs, Invoices, Bids, Contracts, POs, Expenses, and Work Tickets. This increases performance. |
| Stop Auto Summary List Counts | When checked, summary counts for listed records and amounts require a user to click the refresh count symbol to update (Clients, Vendors, Subcontractors, Quotes, Jobs, Invoices, and Work Tickets). This increases performance. |
| Stop Auto Summary Selected Counts | When checked, summary counts for the selected record and amounts require a user to click the refresh count symbol to update (Clients, Vendors, Subcontractors, Quotes, Jobs, and Invoices). This increases performance. |
| Summary Totals | When checked, summary fields in Invoices, Bills, Vendor Quotes, Expenses, and Time Review are hidden to improve performance. |
| Plain Text Emails | When checked, rich text features supporting HTML-based emails are hidden. This might be necessary when using manual SMTP email configurations. |
| Error Checks | When checked, certain intensive error checks are skipped to maximize performance. This includes automatically factoring component quantities when a parent-level item's quantity is changed. |
| Invoice Aging Report | When checked, the report is disabled. To run this report, the box must be unchecked. |
Additional system settings including feature toggles, display options, and other configurable preferences that don't fit into other categories.
View all record changes to track user activity, review modifications, and generate audit reports. Access via Gear Icon > History.
| Date | Date and time of the recorded action |
| User | Name of the user who performed the action |
| Module | Module where the action took place |
| Activity | Description of the specific action or change made |
| Type | Automatic (system-generated) or User-initiated |
Use Advanced Filter to narrow results by date range, user, module, or activity type. Generate PDF reports for audit and compliance purposes.
View subscription details, current session information, and access download links for TRUE suite products. Access via Gear Icon > System Information.
| Company Name | Your registered company name |
| Subscription Level | Your current TRUE subscription tier |
| Version Number | Current TRUE Enterprise version installed |
| License Information | Active user licenses and limits |
Download Links: Quick access to TRUE Field, TRUE Time, TRUE Fence, and Knowledge Base documentation on the right side of the panel.
Frequently Asked Questions
Common questions about configuring and using Company Preferences
Getting Started
- Click the Gear Icon (Settings) in the upper right corner of TRUE.
- Select Company Preferences from the dropdown menu.
- Use the left navigation panel to select the settings module you want to configure.
- Make changes and click away from the field—changes save automatically.
Company Preferences requires Access Permission #2 ("Company Preferences" in the Settings section). Only users with this permission can view and modify these settings. To grant access:
- Navigate to Gear Icon > Users/Access.
- Select the user's access group.
- Under Settings, enable Company Preferences (ID #2).
- Save the access group.
Changes made in Company Preferences take effect immediately and apply to all users within your organization. There is no need to save or publish changes—they are applied as soon as you modify a field.
Tip: Review settings carefully before making changes, as some modifications (like hiding interface elements) can immediately impact user workflows across the entire organization.
Alerts Configuration
- Navigate to Company Preferences > Alerts.
- Enter the number of days before each event type that you want alerts created.
- Set Alert Time to specify when daily alerts are sent.
- Configure Auto Archive to automatically archive old alerts after a specified number of days.
- Enable Weekend Alerts if you want alerts sent on Saturdays and Sundays.
- Navigate to Company Preferences > Alerts.
- Scroll to the bottom of the Alerts section.
- Check the Disable Alerts checkbox—when enabled, no alerts will be created system-wide.
Quotes, Bids & Jobs Configuration
- Navigate to Company Preferences > Quotes / Bids / Jobs.
- Set Default Tax Basis for Quotes / Jobs to "Retail" (sell price) or "Purchase" (cost).
- Select the Default Tax Rate for Quotes / Jobs from the dropdown (shows configured tax rates).
- For Bids, configure separate Default Tax Basis for Bids and Default Tax Rate for Bids settings.
- Navigate to Company Preferences > Quotes / Bids / Jobs.
- Scroll to find the "Hide" options at the bottom of the settings.
- Check Hide Unscheduled to remove the "Unscheduled" segment from Quotes and Jobs.
- Check Hide Notify Client to remove the "Notify Client" segment from Quotes, Jobs, and Work Tickets.
Note: Hidden elements are removed for all users immediately. Ensure your team doesn't need these features before hiding them.
Time Clock Configuration
- Navigate to Company Preferences > Time Clock.
- Set GPS Accuracy in meters—lower values require more precise location.
- Set GPS Time Out in seconds—higher values give more time to acquire accurate location.
- Enable Auto Determine Cost Center to automatically assign punches to the nearest Job, Contract, or Facility based on GPS.
- Set Site Type to default punches as "Onsite" or "Offsite" (or leave as cost center location-based).
- Navigate to Company Preferences > Time Clock.
- Scroll to Auto Unpaid Break section.
- Set the Start HH and Start MM for break start time.
- The default is 12:00pm - 12:30pm (30-minute unpaid lunch break).
Stage Labels Configuration
- Navigate to Company Preferences and select the appropriate module (Projects, Tickets, or Shipping).
- Locate the Stage Labels section showing numbered stages 1 through 5 or 6.
- Edit each stage label to match your workflow terminology.
- Changes appear immediately on the module's button bar for all users.
Note: While you can configure many stages in the Categories module, only 5-6 stages (depending on module) display on the button bar. The button bar stages are configured here in Company Preferences.
Troubleshooting
If a feature or segment is missing from a module, it may be hidden via Company Preferences. Check the relevant settings module for "Hide" checkboxes:
- Quotes / Bids / Jobs: Hide Unscheduled, Hide Notify Client
- Shipping: Hide Shipping Review
- Tickets: Hide Work Ticket Item Notes
Uncheck the relevant "Hide" option to restore the missing feature.
Check the following settings in Company Preferences > Alerts:
- Ensure Disable Alerts is NOT checked.
- Verify the specific alert type has a value greater than 0 (e.g., if "Bids" is set to 0, no bid alerts will be created).
- Check if Weekend Alerts is enabled if you expect alerts on weekends.
- Verify the Alert Time setting—alerts are sent at this time daily.
Registration information (Company Name, Phone, Email, Address) cannot be directly modified in Company Preferences. To request changes:
- Click the ? (Help) icon in the upper right corner of TRUE.
- Select Request Support.
- Submit a request describing the registration information changes you need.
Configuration & Administration
When using the Time Clock module with kiosk devices that lack a built-in GPS receiver, you can manually assign a facility to identify the device's GPS location. This requires a specific security permission.
| Permission | Description |
|---|---|
| Assign Facility to Connected Device (ID #231) | User can add a facility to a previously connected device. This is used to identify the GPS location of kiosks without a GPS receiver when using the Time Clock module. |
To grant this permission:
- Navigate to Settings → Users / Access
- Select the user who manages kiosk devices
- Go to the Access tab
- Find the Company Preferences section
- Enable Assign Facility to Connected Device (ID #231)
Note: This permission is typically needed only by administrators who set up and manage time clock kiosks. Once a facility is assigned to a device, the system uses that location for all time clock punches recorded on that device.