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Admin Guide

Admin Guide

This guide covers everything an admin needs to configure and manage TradeKitt for their organization.

Setting Up Your Account

After your account is provisioned, you’ll land on the admin dashboard. Start by completing your organization profile:

  1. Navigate to Settings > Organization and enter your company name, trade type, and contact information.
  2. Upload your company logo under Settings > Branding to customize technician-facing dashboards and customer communications.
  3. Set your timezone and preferred currency (USD is default).
  4. Configure your region type (cooling-dominant, heating-dominant, balanced, or storm-prone) under Settings > Analytics to improve seasonal projections.

Configuring Commission Rates

TradeKitt supports four commission structures. All calculations use precise integer arithmetic (BigInt cents and basis-point rates) with banker’s rounding to eliminate floating-point errors.

Flat Rate

A fixed dollar amount per sale, regardless of sale price. Set a flat rate by navigating to Commission Config > Per-Item Rates, selecting a technician and line item, and entering a dollar amount.

Percentage Rate

A percentage of the sale price. Rates are stored as basis points (100 bps = 1%). For example, a 7.5% commission is entered as 750 bps. Configure under Commission Config > Per-Item Rates by selecting “Percentage” as the rate type.

Tiered Rates

Multiple percentage tiers that change based on the sale amount. For example, 5% on the first $1,000 and 8% on anything above. Set up tiers under Commission Config > Tiered Rates for either technician or installer commission structures.

Discount-Based Sliding Scale

Commission rates adjust based on the discount given on a sale. A lower discount means a higher commission, incentivizing technicians to sell at or near list price. Configure under Commission Config > Discount Scale Tiers with your desired breakpoints.

Rate Hierarchy

When calculating a commission, TradeKitt resolves rates in this order:

  1. Per-item rate (specific technician + specific line item)
  2. Per-category rate (specific technician + line item category)
  3. Default rate (fallback if no specific config exists)

Resolved rates are cached in Redis for 15 minutes and automatically invalidated when you update commission configuration.

Rate Snapshot Immutability

When a sale is recorded, the current commission rate is frozen into the sale record. Changing rates afterward only affects future sales, never historical records.

Managing Technicians

Adding Technicians

Navigate to Technicians > Add Technician and fill in their details:

  • Name, email, phone number
  • Hourly rate (used for job costing labor calculations)
  • Assigned service zones
  • Skills and skill levels (Beginner, Intermediate, Advanced, Expert)

Each technician receives login credentials for the user app and mobile app.

Bulk Operations

Use Technicians > Bulk Update to update multiple technician records at once. You can update status, assigned zones, and hourly rates for up to 100 technicians per operation.

Technician Skills

Assign skills under Technicians > Skills. Skills are used by the smart dispatch engine to match technicians to jobs that require specific expertise. Each skill has a level: Beginner, Intermediate, Advanced, or Expert.

Managing Installers

Installers have a separate commission structure that mirrors the technician system. Configure installer commissions under Installer Config with per-item rates, per-category rates, and discount-based sliding scales.

Setting Up Dispatch and Service Zones

Service Zones

Define your geographic service areas under Dispatch > Service Zones. Each zone has a name and boundary definition. Assign technicians to zones so the dispatch engine knows who can be sent where.

Dispatch Board

The dispatch board is the central hub for managing field work. From here you can:

  • Create new dispatch jobs with priority levels (low, normal, high, urgent)
  • Assign jobs manually or let smart dispatch auto-assign based on technician skills, location, and availability
  • View real-time technician locations on the map
  • Track job status through the workflow: created, assigned, en route, in progress, completed, cancelled

Smart Dispatch

Enable smart dispatch under Dispatch > Settings to let TradeKitt automatically recommend or assign technicians based on:

  • Technician skills matching the job requirements
  • Service zone coverage
  • Current technician location and proximity
  • Technician workload and availability

Route Optimization

When assigning multiple jobs, use Dispatch > Route Optimization to calculate the most efficient route for each technician. This reduces drive time and fuel costs.

Configuring SLA Policies

Set up service level agreements under Settings > SLA Policies. Each policy defines response and resolution time targets by job priority:

  • Response time — how quickly a technician must acknowledge or begin traveling to the job
  • Resolution time — how long until the job should be completed

SLA compliance is checked automatically every 5 minutes. When a job breaches its SLA, a violation is recorded and the admin is notified. View compliance metrics, average response and resolution times, and top violators under Reports > SLA Compliance.

Setting Up Automated Follow-Ups

Configure follow-up rules under Settings > Follow-Ups to automatically email customers based on trigger events:

  • Unsold estimate — remind customers about pending estimates after a configurable delay
  • Overdue invoice — send payment reminders for unpaid invoices
  • Review request — ask for a review after a completed job
  • Agreement expiry — notify customers before their service agreement expires

Each rule supports a configurable delay (days after trigger), maximum number of reminders, and custom email templates. The follow-up engine runs daily at 9 AM.

Managing Billing and Subscriptions

Viewing Your Subscription

Navigate to Settings > Billing to view your current plan, billing cycle, and payment history. TradeKitt uses anniversary billing (your billing cycle starts on your signup date and renews every 30 days).

Billing Lifecycle

Your account follows this lifecycle:

  1. Active — everything works normally
  2. Past due — payment was missed; a grace period begins
  3. Suspended — access is restricted after continued non-payment
  4. Pending deletion — data deletion is scheduled
  5. Deleted — tenant data is wiped (account record preserved for audit)

Managing Payment Methods

Update your payment method under Settings > Billing > Payment Method. All payments are processed securely through Stripe.

Using the Approval Workflow

Enable sale approval under Settings > Approval Config to require admin review before commissions are finalized.

How It Works

  1. A technician or dispatcher records a sale.
  2. The sale enters “pending” status in the approval queue.
  3. An admin reviews the sale details, line items, and calculated commission.
  4. The admin approves or rejects the sale.

Bulk Approval

For efficiency, use Sales > Bulk Review to approve or reject up to 100 sales at once. Sales that are not in “pending” status are automatically skipped.

Configuring Webhooks and Integrations

Webhooks

Set up webhook endpoints under Settings > Webhooks to receive real-time notifications when events occur in TradeKitt:

  • Sale recorded, approved, or rejected
  • Dispatch job created, assigned, or completed
  • Commission calculated
  • Payment reconciled
  • Service agreement renewed or expired
  • Inventory low-stock alert

Each webhook endpoint receives a signed JSON payload. TradeKitt retries failed deliveries automatically.

Integration Setup

Connect external tools under Settings > Integrations:

  1. Select a provider from the supported list (Stripe, Square, PayPal, QuickBooks, RazorSync, and more).
  2. Enter your API credentials. All credentials are encrypted with AES-256-GCM, and only the last 4 characters are shown in the UI.
  3. Configure sync frequency and data mapping.
  4. Test the connection before activating.

See the Integrations Guide for detailed setup instructions for each provider.

API Keys

Generate API keys under Settings > API Keys for programmatic access to the TradeKitt API. Keys can be scoped with specific permissions and have configurable expiration dates. The API Reference documents all available endpoints.

Next Steps