Autorefreshing Smartfields on Quote Proposals
What's New
Previously, keeping a proposal up to date meant remembering to click a manual "Refresh Smart Fields" button — and forgetting could mean sending a proposal with stale data to your customer. This update removes that manual step entirely, while making sure any custom edits you've made are always preserved.
Smart fields on Quote Proposals now automatically refresh to the latest Quote data whenever you generate or reopen a proposal — with one important protection: if you've manually edited a smart field, that edit is never overwritten. You can also hover over any field to see whether it's still linked to the Quote or has been customized.
What You Should Know
Text fields: Any edit (even a partial one) breaks the auto-refresh link for that field going forward.
Table fields (e.g., Labor, Assets): Any content edit breaks the link entirely. To reconnect a table to live Quote data, delete it and re-insert it using the "#" mention.
Applying one consistent style (bold, italic, underline, strikethrough) to an entire field's value does not break the link — but styling only part of the value does.
Existing proposals with previously edited smart fields will open safely; those fields are treated as plain text going forward with formatting preserved.
Where to Find It
Go to Quote → Generate Proposal.
Quote page
Proposal page
Identifying Smart Fields
Hover over any text or table in the editor to see its status:
Text smart field, not edited — yellow highlight with a tooltip showing the source field (e.g., "Quote Subject," "Property Address").
Text smart field, edited — no highlight or tooltip; treated as plain text.
Table smart field, not edited — yellow outline with a drag handle and insert-line-break buttons on hover.
Table smart field, edited (or a non-smart-field table) — grey outline; auto-refresh is skipped and your edits are preserved. [Screenshot: Table smart field, edited / non-smart-field table — "Screenshot 2026-05-06 at 3.58.46 PM.png"]
How to Use It
Making an edit that overrides auto-refresh
Click into a smart field value and change the text (e.g., replace a customer name with a custom label).
Save the change.
The next time you open the proposal, that field keeps your edit while every other untouched smart field refreshes.
Re-syncing a table smart field after editing it
Delete the edited table from the editor.
Type "#" to open the mention dropdown (or click the "<>" button).
Re-insert the smart field (e.g., "Labor," "Assets").
The field is now re-linked to the Quote and will auto-refresh again.
Frequently Asked Questions
Q: What happens to smart fields I edited before this update?
A: Existing proposals open without breaking. Your formatting is preserved, and those fields are treated as plain text going forward — no duplicated values.
Q: If I edit a Labor or Line Items table, will new items added to the Quote appear in it?
A: No. Once a table smart field is edited, it stops auto-refreshing (this was also true before this change). To pick up new items, delete the table and re-insert it via the "#" mention.
Q: Does applying bold to an entire smart field value break the link? A: No. A single, uniform style (bold, italic, underline, strikethrough) applied to the whole value keeps the field linked — the new value will render with that same style on refresh. Styling only part of the value (e.g., bolding one word) does break the link.
This update is automatically available to all customers.
Pricebook – Fixed Pricing Option
Pricebooks now include a Fixed pricing option alongside Default and Custom. When selected, the unit price is locked in place and won't shift with markup, margin, or cost changes — ideal for Parts & Materials priced at a flat rate.
What's New
A new Fixed pricing type is available at the pricebook-entry level for Parts & Materials, distinct from Custom.
When Fixed is selected, only the Unit Price field is editable — markup and margin fields are disabled, and the price won't recalculate based on cost or markup changes.
This is entirely optional. If you only use Default and Custom pricing today, nothing changes for you.
Where you'll see it
Directory → Pricebooks → select an item row → click the three-dot menu → Edit Item → switch Pricing to Fixed.
Why This Matters
Some Parts & Materials, Fees, or Charges are priced at a flat rate. Previously, the closest workaround — Custom Unit Price via the three-dot menu — could still drift, since the unit price would automatically update whenever underlying cost or markup changed. Fixed Pricing gives you a true lock, so the price you set is the price that stays.
How to Get Started
Open the relevant Pricebook.
Select the item you'd like to update.
Click the three-dot menu and choose Edit Item.
Switch Pricing to Fixed.
Enter the Unit Price and save.
Note:
Fixed pricing is set at the individual pricebook-entry level, so you choose which items use it.
A Fixed-priced item will not auto-update if its underlying cost changes elsewhere — that's expected behavior, not a bug.
This does not retroactively change historical invoiced line items; it applies only to new lines added going forward for that item under that pricebook.
Fixed pricing is currently available for Parts & Materials only.
This update is automatically available to all customers.
Project Files Live Editing (Word, Excel, PDFs)
Project teams can now open, edit, and save Word, Excel, and fillable PDF files directly from Project Files — right in the browser. Click a supported file to launch an in-app editor, switch to edit mode, make your changes, and save back to the same file. No downloading, no re-uploading.
What's New
Clicking a .docx, .xlsx, or supported fillable PDF file opens an in-app viewer in view-only mode, with an option to switch to Edit.
When you click Save, your changes are written back to the existing file record instead of creating a new upload — no more duplicate files or version drift.
Where you'll see it
Project → Files → select a supported Word, Excel, or fillable PDF file → in-app viewer opens with an option to switch to Edit.
Why This Matters
Previously, editing a project document meant downloading it, making changes, and re-uploading — which often created duplicate files and inconsistent versions, along with extra admin work. This update lets your team keep working files live in Project Files.
Note:
Only the latest version of a file is currently visible — there's no version history timeline or diff view yet.
If two people edit and save the same file at the same time, the version saved most recently will overwrite the other. We'd recommend coordinating with your team before editing shared files simultaneously.
Office-to-PDF export and advanced PDF editing (e.g., certified signatures) are not part of this release.
SharePoint and Dropbox integrations are not included in this initial rollout.
Avoid uploading multiple files with the exact same name into the same folder for now — improved duplicate-name handling is coming in a future update.
This update is automatically available to all customers.