Overview
Business Settings is where you configure everything about how your MotionOps account operates — your company details, branding, team roles, pricing, payroll rules, notifications, and more. Getting these settings right from the start ensures the rest of your workflow runs smoothly.
To access Business Settings, click the Settings icon in the top-right navigation bar. All settings are organized in the left sidebar by category.
Admin access required: Only users with admin-level permissions can view and edit Business Settings. If you don't see the Settings icon or certain menu items are missing, contact your account administrator.
Company Information
This is your business profile — the details that appear on proposals, invoices, and customer-facing documents. Fill this in completely before sending anything to a customer.
Go to Settings → Information.
Company Information
Enter your Company Name, Website, Phone, Email, Contractor's License Number, Primary Industry, and Company Size. These fields populate your business header on all customer-facing documents.
Company Address
Enter your primary business address in the Company Address section. For your Mailing Address, toggle on Use Company Address if it's the same — or toggle it off to enter a separate mailing address.
Regional Settings
Set your Time Zone, Currency, Currency Format, Date Format, Time Format, and First Day of the Week. These settings affect how dates, times, and dollar amounts display across your entire account.
Click Save at the bottom of the page when done.
Service Areas
Service Areas define the geographic regions where your team operates. Assigning work orders and team members to service areas helps with scheduling and routing.
Go to Settings → Service Areas. Click Add Service Area to create a new area. Each service area has a name, color, region, and timezone.
Plan availability: Service Areas may not be available on all subscription plans. If you see a lock icon next to this menu item, contact support to learn about upgrading.
Skills and Grades
Skills let you define what your technicians are qualified to do — so you can match the right person to the right job. Grades add a proficiency level to each skill.
Go to Settings → Skills and Grades. Use the Skills and Grades tabs to manage each. Click Add Skill to get started.
Plan availability: Skills and Grades require a higher-tier plan. If this feature shows an "Upgrade to Unlock" screen, click See Pricing Plans or contact support.
Roles and Permissions
Roles control what each team member can see and do in MotionOps. You can use the built-in roles or create custom roles tailored to your business.
Go to Settings → Roles and Permissions. Four default roles are provided: Business Admin, Account Manager, Technician, and Limited User. Click View to see a role's permissions, or Edit to modify them.
To create a custom role, click Add New Role in the top right.
Service Agreements
Service Agreements are the contracts your customers sign as part of a proposal. You can create multiple agreement templates and assign the right one to each job type.
Go to Settings → Service Agreements. At the top of the page, assign a default agreement template for each rate type: Fixed Rate Agreement, Hourly Rate Agreement, On Site Agreement, Blended Rate Agreement, and Change Order Agreement.
To add a new agreement template, click Add Agreement. Existing agreements show their current version, creation date, and options to Preview or View History.
Checklists
Checklists are quality control or task completion forms that technicians fill out during appointments. Create templates here and attach them to work orders automatically.
Go to Settings → Checklists. Click New Checklist to create a checklist template. If no checklists exist yet, click Create New Checklist Template from the empty state.
Visual Identity
Visual Identity controls the logos and social media links that appear on your customer-facing documents and email templates.
Go to Settings → Visual Identity.
Main Company Logo — Appears on proposals, invoices, and your digital business card. Click Change to upload a new logo.
Email Company Logo — Used specifically in email templates. Click Change to upload a separate logo optimized for email.
Social Media Links — Add your Facebook, Instagram, X (Twitter), and LinkedIn URLs. These appear in outbound communications where enabled.
Click Save when done.
PriceBook
The PriceBook is your catalog of services and materials. Items you add here can be selected when building proposals and invoices, keeping your pricing consistent across all jobs.
Go to Settings → PriceBook. Items are organized into four tabs: Fixed, Hourly, Blended, and Materials. Click New Item to add a price book entry to the selected tab.
Payment Settings
Payment Settings is where you enable and configure online payments for your business — so customers can pay invoices directly from their portal without you chasing them down.
Go to Settings → Payment Settings.
Enable Online Payments — Activate MotionOps Payments to accept credit and debit card payments from customers.
Service Fee — Configure whether a processing fee is passed on to the customer or absorbed by your business.
Request Customer Payment Method — Prompt customers to save a payment method on file, making future collections faster.
Business Configuration
Business Configuration contains your operational rules — how profitability is calculated, how proposals and invoices are handled, and what criteria must be met before a work order can be closed.
Go to Settings → Business Configuration → Configuration.
Company Profitability
Set your Profit Type to either Margin or Markup, enter the percentage, and set your Company Hourly Rate. These values are used to calculate profit on material purchases and tool rentals across your jobs.
Proposal and Invoice Configs
Set your default Proposal Validity (in days) — how long a proposal remains valid after it's sent. Set your default Invoice Payment Due period (in days) — how many days a customer has to pay after an invoice is issued.
Work Order Closing Rules
These are the conditions that must be met before a work order can be marked as closed. Toggle each rule on or off based on your business requirements:
All Recorded Materials Are Invoiced — Ensures all material expenses are attached to an invoice before closing.
All Recorded Timesheets Are Invoiced — Ensures all labor time is included in an invoice before closing.
You Have Collected The Full Approved Work Order Amount — Prevents closing a work order until the full invoiced amount is collected.
No Open Change Orders — Requires all change orders to be either approved, rejected, or deleted before closing.
No Open Invoices — Requires all invoices to be either paid or voided/deleted before closing.
Click Save when done.
Time and Payroll
Time and Payroll settings control how your team logs time, what rules apply to break and drive time, and when overtime kicks in.
Go to Settings → Business Configuration → Time and Payroll.
Time Configuration
Enforce GPS Tracking for Mobile App Users — Requires technicians to grant location permissions on their device in order to use the mobile app.
Require Note when Stopping the Timer — Prompts technicians to leave a note each time they stop a work timer on the mobile app.
Enforce Biometric Verification — Requires fingerprint or facial recognition authentication before technicians can start time recording on mobile.
Track Break Time — Allows mobile app users to log break time. Enable Pay for Break Time if break time should count toward payroll hours.
Use Drive Time — Allows users to log time spent driving. Enable Pay Drive Time if drive time should be included in payroll.
Under Default "Manual Time Entry" Values, set the default Start Time, End Time, and Break Duration that pre-populate when a team member adds a manual time entry.
Alerts and Reminders
Send Clock-In Reminder — Sends a push notification to technicians when they're approaching their assigned job for the day.
Send Clock-Out Reminder — Sends a push notification when a technician leaves the job location.
Shift End Reminder — Notifies technicians to clock out after a set number of hours worked. Configure the Notify After threshold in hours.
Break Reminder — Notifies technicians to take a break after a set number of hours worked. Configure the Notify After threshold in hours.
Overtime Rules
Enable and configure any of the three overtime rules that apply to your team:
Use Weekly Overtime — Triggers overtime pay after a set number of hours worked per week (default: 40 hrs).
Use Daily Overtime — Triggers overtime pay after a set number of hours worked per day (default: 8 hrs).
Use Daily Double Overtime — Triggers double overtime pay after a set number of hours worked per day (default: 12 hrs).
Click Save when done.
Notifications
Notifications settings control which automated messages are sent to your customers and team members, and when. Each notification can be reviewed and, where applicable, configured independently.
Go to Settings → Notifications.
Customer Notifications
Go to Notifications → Customer to manage what your customers receive. Notifications are organized by category:
Appointments — Automatic emails for appointment published, follow-up reminders (24 hours and 1 hour before), cancellation, and rescheduling.
Proposals — Manual send for approval, and automatic follow-up reminder on the proposal due date.
Change Orders — Manual send for approval when a change order is ready for the customer.
Invoices — Manual send for payment, and automatic follow-up reminder on the invoice due date.
Where a Configure link is available, you are able to turn this notification on or off. Where a View Message link appears, click it to preview the message your customer will receive.
Team Notifications
Go to Notifications → Team to manage what your internal team members receive — such as job assignments, schedule changes, and reminders.
Templates
Templates control the look and content of your customer-facing documents. Go to Settings → Templates to access the four template editors:
Business Card Template — Customize your digital business card.
Proposal Template — Configure what appears on proposals: whether to include service agreements, photos, attachments, your company logo, work description, customer message, and item description. Also set your default labels for labor, materials, and blended line items.
Change Order Template — Customize the layout of change order documents.
Invoice Template — Customize the layout of invoice documents.
Click Save within each template editor to apply your changes.
Business Units and Job Types
Two additional settings under Business Configuration help you organize and report on your work:
Business Units — Define the divisions or teams within your company (e.g., Residential, Commercial). Business Units can be assigned to specific jobs and are used to break down revenue in reporting.
Job Types — Create categories for the kind of work you do (e.g., Installation, Maintenance, Repair). Job Types can be assigned to individual jobs and filter revenue reporting by work category.
Additional Settings
Several other settings in the sidebar round out your account configuration:
Integrations
Zapier — Connect MotionOps to thousands of third-party apps using Zapier to automate workflows between your tools.
QuickBooks Online — Link your QBO account to sync invoices, payments, and customer data automatically between MotionOps and your books.
Filter Presets — Save custom filter combinations across lists and reports so you can jump back to your most-used views without re-filtering each time.
Tags — Create labels to organize customers, work orders, and other records. Tags make it faster to search, filter, and segment your data.
Lead Sources — Define how customers found your business (e.g., Google, Referral, Door Hanger). Assign a lead source to customer accounts to track where your work is coming from.
Tips & Best Practices
Complete Information first. Your company name, logo, and address appear on every customer document — get these right before sending anything.
Set up Work Order Closing Rules intentionally. If you require full payment collection before closing, enable that rule. If your workflow is more flexible, leave it off. Mismatched rules cause friction when trying to close jobs.
Configure overtime rules before your first payroll run. Once timesheets start accumulating, retroactive changes won't apply to past entries. Set your weekly and daily thresholds upfront.
Use the Proposal Template preview to test changes. The live preview on the right updates as you toggle settings — check how the proposal looks to a customer before saving.
Review customer notifications before going live. Click View Message on each notification to confirm the email content matches your brand tone before your first job goes out.
Things to Know
Only users with admin-level permissions can access and edit Business Settings.
Service Areas and Skills & Grades are plan-gated. A lock icon (🔒) in the sidebar indicates the feature is not available on your current plan.
Regional Settings (time zone, currency, date format) affect how all dates and amounts display account-wide — including for your team and on customer documents.
The Main Company Logo and Email Company Logo are separate uploads. Use a logo optimized for email (typically lighter/simpler) for the email version.
Work Order Closing Rules only prevent closing a work order — they do not block any other actions on the job.
Customer notification timing (e.g., "24 hours before appointment") is configurable on notifications that show a Configure link. Notifications without this link use fixed timing.
Each template editor (Proposal, Change Order, Invoice) has its own Save button — changes in one template do not affect others.
Have questions? Reach out via the support chat or email support@motionops.com.