Frequently Asked Questions
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Getting Started
Getting Started Questions
How long does it take to set up CostForge?
You can get started in minutes. Sign up for free, add your first client in 2 minutes, create a job, and build your first quote. Most users are building their first quote within their first session. If you have a team, adding members takes 30 seconds per person.
Do I need to import data or can I start fresh?
You can start completely fresh — no imports needed. Just sign up and begin. If you want to migrate historical data from spreadsheets, our team can help guide you through the process, or you can enter data manually at your own pace. There's no time pressure.
Can I try CostForge for free?
Yes. Our Free plan includes 3 clients, 5 active jobs, 10 quotes, and 1 team member. You get access to all core features — client management, job tracking, quote builder with staff hour costing, PDF export, and custom branding. It's a real working plan, not a time-limited trial. Upgrade anytime.
What's the difference between the plans?
The Free, Pro, and Enterprise plans differ only in limits: the number of clients, jobs, quotes, and team members. All features — quote builder, staff hours, custom branding, analytics, PDF export — are available on every plan. Pro adds priority support; Enterprise adds a dedicated account manager.
Do I need to install any software?
No. CostForge is 100% web-based. It works in any modern browser on any device — desktop, tablet, or mobile. No downloads, no installs, no updates to manage.
Features & Functionality
Features & Functionality Questions
Can I customize the quotes for my branding?
Yes. Upload your logo, set your brand colours, define your quote prefix (e.g., 'EL-001' for electricians), and set your tax label. Every PDF quote uses your branding, so clients see your business, not a generic platform.
How do staff hours and labour costing work?
Define your staff roles (e.g., Electrician, Apprentice, Manager) once, with hourly rates for each. When building a quote, add a Staff Hours line item, select the role, enter hours, and CostForge calculates the cost instantly. Labour lines are toggled separately — you can show or hide them from the client-facing quote.
Can I write nested line items on quotes?
Yes, unlimited nesting. Add a top-level item (e.g., 'Rewire'), then nest sub-items beneath it (Cable, Labour, Testing). Each sub-item is costed separately, but they roll up into the parent item total. This lets you build detailed, hierarchical quotes exactly as you need them.
Can I save quote templates?
Not yet as a formal template feature, but you can copy an existing quote and modify it. We're planning quote templates for a future release.
What payment terms and VAT options are available?
You can set payment terms (e.g., '50% deposit, balance on completion'). Quotes support VAT-inclusive or VAT-exclusive totals. You choose how to label tax — 'VAT', 'Tax', 'GST', etc. in your Settings.
Can I duplicate or copy an existing quote?
Yes. You can copy any existing quote as a starting point for a new one. This is useful for repeat jobs or similar project types — just copy, adjust the line items and client, and you're done.
Can I see what the client will see before sending?
Yes. Every quote has a client view toggle so you can preview exactly what the PDF will show your client — including your logo, branding, line items, and totals — before you export or share it.
Team & Access Control
Team & Access Control Questions
How do I add team members?
Go to Settings → Team Members and click 'Invite'. Enter their email, assign a role (Owner, Admin, or Member), and send. They'll get an invitation link. Admins and Members can manage clients and quotes; Owners control billing and team access.
Can I control what each team member can see and do?
Yes, via role-based access. Owners manage the account and billing. Admins do everything except billing. Members can create and manage clients, jobs, and quotes. Future roles — such as read-only access — are planned.
What if a team member leaves?
Deactivate them from Settings → Team Members. Their quotes and data stay in the system and are accessible to active members. You can reactivate a deactivated member anytime.
Pricing & Billing
Pricing & Billing Questions
Can I cancel or downgrade anytime?
Yes. You can cancel, downgrade, or change your subscription at any time. No long-term contracts. If you downgrade to Free, you'll only lose access if you exceed Free limits — all your data stays safe.
What happens if I hit my plan limit (e.g., max clients)?
You won't be blocked. You'll see a warning that you're near your limit. Once you hit the max, you can no longer create new clients until you upgrade or delete existing ones.
Do you offer annual billing discounts?
Annual billing is coming soon. For now, all plans are billed monthly. Contact us at support@costforge.co.uk to ask about annual options or Enterprise pricing.
Is there a setup fee or hidden costs?
No setup fees. No hidden costs. Just the monthly subscription. You'll never be surprised by additional charges.
Data & Security
Data & Security Questions
Who owns my data?
You own your data. CostForge stores it securely on our servers and you can export or delete it anytime. We never sell or share your data with third parties.
Is my data secure?
Yes. All data is encrypted in transit (TLS/SSL) and at rest. We follow industry best practices for security and compliance. See our Privacy Policy and Terms of Service for full details.
Can I export my data?
You can export all your quotes to PDF anytime. Exporting full data (clients, jobs, etc.) is on our roadmap. Contact us if you need bulk data export.
What if CostForge shuts down?
Your quotes and data are yours. We'll give users sufficient notice and options to export before any service closure.
Support & Troubleshooting
Support & Troubleshooting Questions
What support is available?
Free plans get community support (email responses within 48 hours). Pro and Enterprise plans get priority support with faster response times. Enterprise also includes a dedicated account manager.
How do I contact support?
Email support@costforge.co.uk with your question. Pro and Enterprise users can expect faster response times.
Is there a user guide or tutorials?
Yes. Our Help Center includes detailed guides and video tutorials for every feature. Hover over any field in CostForge for quick tips.
What browsers does CostForge support?
CostForge works on all modern browsers: Chrome, Edge, Firefox, and Safari (latest versions). Mobile browsers are supported for viewing quotes, though quote building works best on desktop.
Trade-Specific Questions
Trade-Specific Questions Questions
Does CostForge work for my trade (electrician, plumber, etc.)?
Yes. CostForge is built for all trades: electricians, plumbers, builders, contractors, landscapers, HVAC engineers, and more. The core features — client management, job tracking, detailed quotes, and labour costing — work across all trades.
Can I quote multi-day jobs?
Yes. Jobs and quotes are separate. One job can have multiple quotes (useful for revisions or options). Quotes show total value, and you can track which ones are accepted.
Can I handle retainer or recurring work?
Currently, CostForge handles one-off and project-based quotes. Recurring billing and retainers are on the roadmap.
Can I track actual vs. estimated costs?
Not yet. CostForge is a quoting and costing tool. Time tracking and actual cost tracking are planned future features.
Limits & Comparisons
Limits & Comparisons Questions
Why does CostForge use plan limits instead of unlimited everything?
Plan limits keep our infrastructure lean and costs low, so we can offer a genuinely free plan. If you need unlimited everything, Enterprise offers it. Most trades don't need limits — the free tier of 3 clients and 5 jobs is plenty to start.
How is CostForge different from spreadsheets?
Spreadsheets are error-prone, hard to scale, and don't produce professional quotes. CostForge is purpose-built: structured data, automatic calculations, role-based team access, and one-click PDF export. Plus, it's built specifically for trade job costing.
How does CostForge compare to other quoting software?
Most quoting tools are generic. CostForge is purpose-built for trades: labour costing with staff roles, nested line items, and per-client analytics. We're priced lower and simpler than competitors. Try Free for 30 days and you'll see.
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