Your first day with HeadRail.

1. Sign in and accept the Terms

HeadRail sends you an invite by email, or we send you the link ourselves. The link works once and lasts 7 days.

1. Open the invite link.
2. Type your name in Your name.
3. Choose a password of 10 or more characters in New password.
4. Type it again in Confirm password.
5. Tick I agree to the HeadRail Terms of Service and Privacy Policy. The links open the Terms and Privacy Policy if you want to read them first.
6. Tap Create account. You land in Admin.

Next time, sign in at getheadrail.com/login with your email and password.

2. Find your way around Admin

Admin is where the owner sets everything up. On a computer, the sections are in the bar on the left. On a phone, tap the section name at the top (All sections) to see the list.

Until the basics are done, a Get set up box sits at the top of Leads. Each step opens the right section: load your price books, set your price factor and markup, invite your reps, and say how customers pay the deposit.

3. Price books, factor and markup

HeadRail loads your manufacturers' price lists (list prices) during setup. You then tell it what you pay and how you mark up. Reps and customers never see list price or your cost.

Check your price books

1. Open Admin › Price books.
2. Look under Your price books: each one should say active.

A product with no active price book is quoted by hand ("Ask the office"). If we send you a price book file: pick it under Price book file, click Check file, read the summary, then click Import and activate.

Set your cost and markup

1. Open Admin › Pricing.
2. Under Cost and markup, enter each manufacturer's price factor: your cost as a share of list, for example 0.3. For Graber, you can pick your tier in Pick your Graber tier to fill in the factor.
3. Choose Multiplier or Margin %.
4. Enter your selling markup, for example 2.2 (or a margin, for example 45).
5. Read the example line under it, for example "a $1,000 list price costs you $300 and your reps sell it for $660". Check it matches what you expect.

Selling price = list price × price factor × multiplier. Under Discounts and surcharges you can add an ACH payment discount and a discount or tariff per product line. These change your cost, before your markup.

4. Sales tax, discounts and deposit

All three are on Admin › Pricing.

Sales tax

1. Find the Sales tax card.
2. Enter your rate in Sales tax in percent, for example 7.25. Enter 0 if you do not charge tax on window treatments. Check your state's rules.

How much reps may discount

1. Find the Quote discounts card.
2. Enter Largest discount a rep can give, in percent. The default is 15.

Deposit

1. Find the Deposit card.
2. Enter Deposit in percent of the total, for example 50. Enter 0 for no deposit.
3. Pick How you usually take it: card, bank transfer, check, cash or other.
4. Optional: paste Your payment link (https) if you take payments on your own page.
5. Optional: write How to pay, for example "Call the office to pay by card".

After a customer signs, the proposal shows the deposit due and how to pay it. To take it online by card, connect Stripe (section 6).

5. Online signing

Signing is on for every account. Customers sign a proposal on the rep's device in the home, or on a private link you send them. Nothing to switch on.

1. On Admin › Pricing, find Online signing.
2. Optional: type your Business address. It shows next to the signature. Leave it blank to keep it off.

6. Stripe and QuickBooks

Both are optional and on every plan. Both are at the bottom of Admin › Pricing.

Take deposits online with Stripe

Customers pay the deposit from their signed proposal by card, Apple Pay, Google Pay or bank account. The money goes to your own Stripe account. HeadRail takes no fee; Stripe charges its usual fees. Have your EIN or SSN, bank account and ID ready: setup takes about 10 minutes.

1. Find Online payments.
2. Click Connect Stripe.
3. Fill in Stripe's pages and finish there. Stripe sends you back to HeadRail.
4. Check the box says Connected. If it says Stripe still needs details, click Finish Stripe setup.

Signed proposals now show Pay the deposit online, and paid deposits are recorded on the lead by themselves. Want bank payments too? Turn them on in your Stripe dashboard.

Send signed proposals to QuickBooks Online

1. Find QuickBooks Online.
2. Click Connect QuickBooks.
3. Sign in to Intuit and pick your company.
4. Back in HeadRail, pick the Product or service on the invoice lines.

From then on, each signed proposal becomes a QuickBooks customer and invoice, one line per room. Deposits are added as payments. QuickBooks Desktop is not supported.

7. Promotions

Named offers your reps pick on the quote, like "Fall sale" at 10% off or "Buy one, get one 60% off". The proposal shows the promotion by name. A promotion does not count against the rep discount limit. One per quote.

1. On Admin › Pricing, find Promotions.
2. Click Add a promotion.
3. Type the Name the customer sees on the proposal.
4. Pick What it takes off: percent off the whole order, dollars off the whole order, or buy one, get one percent off.
5. Enter how much it takes off.
6. Optional: set the Last day reps can pick it.
7. Leave Reps can pick it switched on. It saves when you leave the field.

8. Your logo and colors Pro and up

HeadRail sets up your branding for you. On the Pro plan and up, your logo, colors and fonts show in the rep app, the website widget and on proposals. On other plans they show your business name in the HeadRail look.

1. Email your logo (PNG or SVG, as large as you have) to admin@getheadrail.com.
2. Add your brand color, phone, website and the proposal wording you want (opening message, terms, days the proposal is valid).

We reply when it is live, usually within 1 business day.

9. Invite your reps

Each person signs in with their own email. A rep sees only their own leads and customers. An owner sees everything, including pricing.

1. Open Admin › Team.
2. Under Invite someone, type their Email.
3. Pick the Role: Rep or Owner.
4. Click Send invite.
5. HeadRail emails them the invite. A one-time link also shows on screen: click Copy and text it to them if you like. It lasts 7 days.

Someone leaves? Click Disable next to their name. Someone forgot their password? Click Password link and send them the link.

Next, send each rep the Rep guide and the install page.

10. Bring in your leads

Move leads from another CRM or a spreadsheet saved as CSV. HeadRail checks every row first and imports all or nothing, up to 2,000 rows.

1. Open the CRM: getheadrail.com/crm.
2. Open Settings (in More on a phone).
3. Scroll to Import leads from a spreadsheet.
4. Optional: click Download a template to see the columns.
5. Click Choose a CSV file and pick your file.
6. Click Check the file and read the preview.
7. Click the Import button. It shows the number, like Import 120 leads.

Columns HeadRail reads

name, phone, email, address, city, zip, source, stage, value, tags, notes, created

• Each row needs a name and a phone or email. "First Name" and "Last Name" columns work too, and so do "Phone Number", "Email Address", "Zip Code", "Lead Source" and "Amount".
• stage can be Leads, Follow-up, Appointment set, Proposed, Won or Lost. Blank means Leads.
• tags: separate them with a semicolon, like motorized;living room.
• Rows whose phone or email is already in HeadRail are skipped, so importing the same file twice is safe.
• Files over 2.5 MB: split them into smaller files.

11. Get told about new leads

1. Open Admin › Notifications.
2. Type the address in Lead notification email. It saves when you leave the field.

New leads always show in the CRM and in Admin › Leads too.

12. More than one store

One store? Skip this. With several stores or branches, each location gets its own phone, address and emails on proposals, its own website leads and its own team.

1. Open Admin › Locations.
2. Click Set up locations. Your account becomes the main location.
3. Click Add a location.
4. Fill in the Name your team uses, phone, address and emails. Blank fields use your account's details.
5. In ZIP codes this location serves, list the 5-digit ZIPs or 3-digit prefixes, separated by commas.
6. Click Add location.

When you invite someone on Admin › Team, tick where they work. The role Location manager sees everything at their stores.