Role Guide · Owner / Admin

Daily Workflow for Shop Owners

As an Admin, you have full access to every feature in Kontrol™ — jobs, billing, settings, analytics, automations, and team management. This guide shows you which pages to hit first each morning and how to keep the shop running without being the bottleneck.

Step 1

What the Admin Role Can Do

Full access — no doors are locked for you.

Everything unlocked

Settings, automations, analytics, billing, job costs, team management, integrations — all yours.

Team oversight

Invite staff, assign roles, reset passwords, manage chat permissions, and audit activity logs.

Financial visibility

See actual job costs, gross margins, invoice aging, and revenue trends across any date range.

Automation control

Configure email and SMS rules, set pricing tiers, manage Stripe and QuickBooks connections.

Other roles (Sales Rep, Employee) have intentionally limited views. If a team member reports a missing button or page, check their role in Settings → Team before digging deeper.

Step 2

Start of Day — The Dashboard

30 seconds to know where the shop stands.

Open /dashboard first thing. The KPI row at the top shows active jobs, monthly revenue, unpaid invoice total, and jobs due this week. Any number that looks off — more unpaid invoices than expected, fewer jobs than usual — is your cue to dig in.

Dashboard morning checklist

Active jobs count

Should match your mental model of the shop load

Revenue this month

Trending up or behind last month?

Unpaid invoices

Anything overdue? Chase it today, not Friday

Jobs due this week

Any surprises? Cross-check the calendar

Recent activity feed

What did the team do yesterday evening?

The Anonymous Peer Benchmarking widget on the dashboard shows aggregated industry averages for on-time delivery rate and average job value. Check it monthly to see how your shop compares.

Step 3

Job Pipeline — The 5-Minute Sweep

Filter by status to catch anything stuck or overdue.

Go to /jobs and use the status filter to run through the pipeline from top to bottom. You're looking for jobs that haven't moved in longer than expected. A job stuck in Quote for 4 days probably needs a follow-up call.

Quote / Quoted

Who hasn't responded to a quote? Sales Reps can follow up — or you can.

Art Approval Sent

Customer art sitting unapproved? Send a reminder or call. Art holds up everything downstream.

In Production

Cross-check against the production queue to confirm these are actually on press.

Invoiced

These are done but unpaid. Match against your Billing aging report.

Jobs with a hot-rush priority flag (HOT RUSH) are shown at the top of the production queue automatically. Make sure your team knows to check that column first — don't rely on sticky notes.

Step 4

Billing — Invoice Aging & Payments

Money in the bank starts with keeping invoices from going stale.

Head to /billing daily or every other day. Your goal: zero invoices older than your net terms. The aging buckets (Current, 1–30, 31–60, 61+) show you who owes what at a glance.

Send from the job

Create and send invoices directly from the job's Invoice tab. Line items pull from print locations automatically.

Overdue reminders

Set up the payment_due_soon and invoice_overdue_reminder automations to chase invoices on autopilot.

QuickBooks sync

Paid invoices sync to QuickBooks automatically if connected. Check Settings → Integrations for sync status.

Customers who pay through the portal (Stripe) are automatically marked paid with a timestamp. No manual reconciliation needed. Heavily encourage portal payments for repeat customers — it saves everyone time.

Step 5

Analytics — Weekly & Monthly Review

The numbers that tell you if the shop is actually healthy.

/analytics isn't a daily stop — check it weekly for trends and monthly for decisions. The charts that matter most for a screen printing shop:

Revenue over time — are you growing, flat, or declining?

Top customers by revenue — who are your best accounts? Protect them.

Jobs by status distribution — a fat "Quoted" column = unclosed quotes (revenue sitting on the table)

Average job value trend — are you pricing up or down over time?

Revenue projection — current-month run rate vs. last month

Filter analytics to "Last 90 days" for seasonal patterns. Screen printing shops tend to spike in spring (grad season), late summer (fall sports), and November–December (holiday apparel). Use those spikes to plan staffing and ink stock.

Step 6

Settings — Your One-Time Setup Checklist

Most settings are set once and forgotten. Here's what matters.

Invite your team with the right roles

Settings → Team. Admins see everything. Sales Reps can create jobs and invoices but not settings. Employees see only the production queue and their assigned jobs.

Turn on your automation rules

Settings → Automations. The job_quote_sent, art_approval_sent, and payment_due_soon rules are pre-built. Toggle them on — they'll save your team hours every week.

Set shop capacity in the calendar

Settings → Calendar. Set your daily press capacity. The scheduler uses this to warn you when you're overbooked — before you promise a deadline you can't hit.

Configure job costing rates

Settings → Job Costing. Set your hourly labor rate, ink cost per color, and screen fee. The costing engine uses these to estimate actual profit per job.

Enable team chat for your crew

Settings → Chat. Toggle chat on for your team. Assign channels by job or department. Chat history is searchable — no more digging through texts for that file approval.

Step 7

Notifications — Staying in the Loop Without Micromanaging

Let Kontraktr™ surface the things that need your attention.

The bell icon in the top bar shows unread notifications. As Admin, you receive alerts for payment received, art approval, and job status changes configured in your automation rules. You don't need to watch the queue constantly — the right notification fires when something needs you.

Notifications worth enabling

Payment received

Real-time cash flow visibility — you know before the customer walks in the door

Art approval from customer

Kicks off production. You want to know this the moment it happens

Invoice overdue (30 days)

Your cue to pick up the phone before it becomes a collections problem

New job created by Sales Rep

Stay aware of new commitments without approving every quote manually

Owner onboarding checklist

First week in Kontrol™ — tick these off and you're set.

Fill in shop name, address, phone, and logo in Settings → General

Connect Stripe for online invoice payments Settings → Integrations

Invite at least one Sales Rep and one Employee Settings → Team

Turn on the 5 default automation rules Settings → Automations

Create your first customer and job to test the workflow Customers

Set your shop capacity so the scheduler works correctly Settings → Calendar

Send a test invoice to yourself via the customer portal

Related guides

Sales Rep Daily Workflow

How your quoting and customer-facing staff use Kontraktr™

Production Staff Daily Workflow

Queue, QR codes, and shift routines for press operators

Automation Rules Reference

All 11 automation triggers and shortcodes explained

Job Costing Walkthrough

Configure rates and read actual profit per job

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