# Workspace369 release notes > Every customer-facing feature shipped in Workspace369, newest first, with where to find it in the app and which plans include it. Web version: https://workspace369.com/changelog/ · Atom feed: https://workspace369.com/changelog/feed.xml Plans, lowest to highest: Cadet, Voyager, Specialist, Commander, Enterprise. Last updated October 18, 2026. ## Flash Pay: take a payment on the spot with a QR code or a pay link October 18, 2026 · https://workspace369.com/changelog/2026-10-18-flash-pay/ Type an amount, turn your phone to the customer and let them pay by Apple Pay, Google Pay or card. Every Flash Pay becomes a paid invoice, with optional tips. ### Get paid by QR code, right where you are Open Flash Pay, type the amount and choose Show QR code. Turn the phone to your customer: they point their camera at it and pay with Apple Pay, Google Pay or a card on a secure page with your business name. You'll need Stripe connected first. You don't need their details first. They add their own name and email when they pay, and the screen shows Payment received the moment it goes through. - Apple Pay, Google Pay or card - No customer details needed up front - Works through your own Stripe account - Where to find it: Flash Pay in the sidebar, just below Invoices - Plans: Every plan - Learn more: [Online payments](https://workspace369.com/features/payments), [Stripe integration](https://workspace369.com/integrations/stripe), [Invoices and billing](https://workspace369.com/features/invoices) ### Or text and email a pay link Not standing next to the customer? Create a pay link instead and copy it, share it from your phone, or send it by text or email. The link shows the same secure checkout as the QR code. Links expire after the number of days you choose: 1, 7, 30 or 90. You can cancel a link that hasn't been paid, and nothing is charged. - Copy, share, text or email - You set when links expire - Cancel an unpaid link, nothing charged - Where to find it: Flash Pay → type an amount → Send payment link - Plans: Every plan - Learn more: [Online payments](https://workspace369.com/features/payments), [Stripe integration](https://workspace369.com/integrations/stripe), [Invoices and billing](https://workspace369.com/features/invoices) ### Each payment becomes a paid invoice, with tips and a receipt Every Flash Pay is booked as a paid invoice, so it shows in your invoices and reports like any other payment. When the customer gives an email address, a receipt is emailed to them automatically. In Flash Pay settings you can ask for a tip with your own suggested percentages, or fixed amounts for small sales, and choose whether tips are worked out before or after tax. Choose which customer details to ask for, and whether to save customers as clients: Flash Pay matches an existing client by email or phone first. - Booked as a paid invoice - Optional tips with your own suggestions - Receipt emailed when the customer gives an email - Customers saved as clients if you want - Where to find it: Settings → Invoices → Flash Pay - Plans: Every plan - Learn more: [Online payments](https://workspace369.com/features/payments), [Stripe integration](https://workspace369.com/integrations/stripe), [Invoices and billing](https://workspace369.com/features/invoices) ## Client emails now arrive in your brand, and signatures get a proper editor October 18, 2026 · https://workspace369.com/changelog/2026-10-18-client-emails-in-your-brand/ Invoice reminders, proposals, receipts and e-signature emails go out in your workspace's look from your mailbox, with a richer signature editor and a clearer reply box. ### Client emails in your own look, from your own mailbox Emails your clients get from you now carry your workspace's email look: your logo, brand color and layout. They go from your business mailbox, so a reply comes back to you. This covers payment reminders with the invoice PDF attached, proposal emails and proposal accepted and follow-up emails, payment receipts, billing and autopay notices, e-signature emails and change-order emails. - Reminders, proposals, receipts, e-signature and change-order emails - Replies come back to your business mailbox - Replies you type in the Inbox still go out as plain email - Where to find it: Automatic when you send from Invoices, Proposals, Contracts and Change orders - Plans: Every plan - Learn more: [Branded documents and emails](https://workspace369.com/features/branding), [PDF customization](https://workspace369.com/features/pdf-customization), [Invoices and billing](https://workspace369.com/features/invoices) ### Choose your email layout and signature card In Email appearance you pick left-aligned or centered text and whether your logo sits on top or small beside your business name under the message. You can set the size of that signature logo. A signature card shows your name and role next to the logo. Each inbox can follow the workspace look or override it for that inbox only. - Left or centered layout - Logo on top or in the signature, with a size setting - Name and role on the signature card - Per-inbox override - Where to find it: Settings → Email, SMS & phone → Email → Email appearance - Plans: Every plan - Learn more: [Branded documents and emails](https://workspace369.com/features/branding), [Inbox and email](https://workspace369.com/features/communications) ### A signature editor that does the work for you Size each signature image (100, 160, 240 or 360 pixels wide), color your text and add a divider line. Starting from nothing, build a signature from a short form with job title, company, phone and website. Or paste the HTML of your existing Gmail or Outlook signature and keep its text, links, colors, images and dividers. Reply boxes now show your signature as a preview under the message. - Image sizes, text color and divider - Build from a short form - Paste an existing HTML signature - Same signature for your own sends and each inbox's shared one - Where to find it: Settings → Email, SMS & phone → My preferences → My signature - Plans: Every plan - Learn more: [Inbox and email](https://workspace369.com/features/communications) ### A reply box with a real Send button and shortcuts In the Inbox, Enter now starts a new line, so you can write a paragraph on a phone. Press Cmd or Ctrl and Enter to send, and Esc to close the quick-reply list or minimize the box. Send is a proper button in both the conversation and Emails reply boxes, and on desktop its tooltip shows the shortcut. - Where to find it: Inbox, or Emails, in the reply box - Plans: Every plan - Learn more: [Inbox and email](https://workspace369.com/features/communications) ## More ways for clients to pay, and a redesigned invoice editor October 17, 2026 · https://workspace369.com/changelog/2026-10-17-more-ways-for-clients-to-pay/ Choose which payment methods clients see through your Stripe account, override them on a single invoice, and edit invoices in a cleaner tabbed editor. ### Choose how clients can pay you online In Online payments, a new Payment methods tab lets you set who pays you (people, businesses or both) and switch on the ways they can pay. Cards are always on; Apple Pay and Google Pay start on. You can also turn on bank account (ACH) payments, with an optional amount below which bank payments are not offered, pay over time with Affirm, Klarna or Afterpay, Cash App Pay and Amazon Pay. - Apple Pay, Google Pay and cards - Bank account (ACH) with an optional minimum amount - Affirm, Klarna and Afterpay, shown to individuals only - Each method shows its status from your Stripe account - Where to find it: Settings → Online payments → Payment methods - Plans: Every plan - Learn more: [Online payments](https://workspace369.com/features/payments), [Stripe](https://workspace369.com/integrations/stripe), [Invoices and payments docs](https://docs.workspace369.com/v/2026.3/finance/invoices-and-payments/) ### Pick the methods for one invoice and preview what your client sees Methods work through your Stripe account, so each one shows whether Stripe has it ready, is still reviewing it, or does not offer it for your country or business. A method that is not ready is not shown to clients. On any invoice, the Payment tab can use your defaults or a custom set for just that invoice, with a preview of what the client will see. Bank payments take days to clear, and the app shows one that is still on its way so you do not take payment twice. - Default or custom methods per invoice - Preview of what the client will see - Bank payments still clearing are flagged on the invoice - Where to find it: Invoices → open an invoice → Payment tab → Payment methods - Plans: Every plan - Learn more: [Invoices and billing](https://workspace369.com/features/invoices), [Online payments](https://workspace369.com/features/payments) ### A tabbed invoice editor with problems shown next to the field The invoice editor's left panel now has Details, Payment and More tabs, and recurring plans get Details and Repeat. Clients, contacts, dates and terms are simple rows with search and quick-create, and anything wrong is flagged beside the field so you can fix it. The live PDF preview stays on the right. On a phone, a bottom bar keeps the total, Preview and Send within reach. - Where to find it: Invoices → New invoice, or open a draft - Plans: Every plan - Learn more: [Invoices and billing](https://workspace369.com/features/invoices), [Retainers and recurring billing](https://workspace369.com/features/retainers-and-recurring-billing) ## Approve what connected AI apps send, link to any settings page, and try the new Home October 16, 2026 · https://workspace369.com/changelog/2026-10-16-ai-approvals-linkable-settings-new-home/ Messages that Claude, ChatGPT or another connected AI wants to send wait for your approval, settings pages get their own web links, and a new optional Home is available. ### Approve what a connected AI app wants to send When an AI app connected to Workspace369, such as Claude or ChatGPT, tries to send an invoice, email, text or contract for you, the request waits for your approval. You see what it wants to send and when the request expires, then approve or decline. Past requests stay listed with their outcome. For an app you trust, a per-app setting lets it send without asking. - Approve or decline in the app - Requests expire if you do not act - Send-without-asking is off by default and set per connected app - Where to find it: Settings → Approvals - Plans: Every plan - Learn more: [AI connections (MCP)](https://workspace369.com/integrations/mcp), [AI chat](https://workspace369.com/features/ai-chat) ### Every settings page has its own web address On the web app, each Settings page now has its own address, for example /settings/billing or /settings/ai-connections. Refresh the page, bookmark it or send the link, and it reopens the same page. Nested settings pages on tablet and desktop also have a Back button. - Where to find it: Web app: any Settings page - Plans: Every plan - Learn more: [Features](https://workspace369.com/features) ### A new Home you can switch on The new Home is optional, and the classic Home stays the default. To try it, open Settings → Appearance and choose New next to Home. Switch back to Classic whenever you like. It adds a strip of overdue, waiting and to-sign figures, an Ask bar for AutoPilot, a needs-attention list and today's plan, plus money, pipeline and timesheet widgets. Drag, resize, add and hide widgets in Customize, on phones too. - Overdue, waiting and to-sign figures at the top - Customize by dragging, resizing, adding and hiding widgets - Owners and admins set the starting Home for each role from Team → Home layouts - Only widgets a person has access to appear - Where to find it: Settings → Appearance → Home (Classic or New); role layouts from the Team members screen - Plans: Every plan - Learn more: [Dashboards and reports](https://workspace369.com/features/analytics), [AI chat](https://workspace369.com/features/ai-chat) ## Google events in your calendar, Meet for all, easier email domains and SMS templates October 14, 2026 · https://workspace369.com/changelog/2026-10-14-google-events-meet-email-domains-and-sms-templates/ See your Google Calendar events next to your bookings, add Google Meet on any plan, connect a custom email domain in three steps, and save reusable texts. ### See your Google Calendar events in your calendar Turn on Show my Google events in Workspace369 and the events from the Google calendars you choose appear in your Workspace369 calendar next to your bookings. They are read-only and only you can see them, so you spot conflicts before you book. To change one of those events, edit it in Google Calendar. You choose which of your Google calendars appear, so personal calendars you leave off stay out of view. - Choose which Google calendars to show - Read-only and visible only to you - Appears in every calendar view - Where to find it: Settings → Integrations → Google Calendar → Show my Google events in Workspace369 - Plans: Every plan - Learn more: [Google Calendar](https://workspace369.com/integrations/google-calendar), [Calendar and booking](https://workspace369.com/features/schedule) ### Google Meet on every plan, with nothing to switch on Google Meet is available to every workspace. Each team member connects their own Google account, and connecting Google Calendar connects Meet too. Any member, not only managers, can connect from the Meet page. Use Meet links on calendar events on every plan. On Specialist and above, booking pages and services can also use Google Meet as the meeting location, so clients get a link when they book. - Where to find it: Settings → Integrations → Google Meet; booking page editor → meeting location - Plans: Every plan - Learn more: [Calendar and booking](https://workspace369.com/features/schedule), [Google Calendar](https://workspace369.com/integrations/google-calendar) ### Connect your own email domain in three steps Adding your domain is now three steps: your domain, add the records, then check and finish. Paste any address or web link and it is cleaned up for you, and records are grouped by purpose with one-tap copy. There is a how-to for Cloudflare, GoDaddy, Namecheap, Squarespace and Wix, every check says what to fix, and you can keep existing Google Workspace or Microsoft 365 mail working. - Where to find it: Settings → Email, SMS & phone → Email → Domains & connections → Add domain - Plans: Every plan - Learn more: [Inbox and email](https://workspace369.com/features/communications), [SendGrid](https://workspace369.com/integrations/sendgrid) ### Reusable text messages with a default for each message type Save texts you send often, with fields that fill in for each client, and see a phone-bubble preview and how many parts the message will be sent in. Choose the text that opens when you text an invoice, a proposal, an appointment or a request reply. Starter templates are included, and every composer that sends a text offers your templates. Each part of a longer text counts toward your plan's usage, and the editor warns you before you send. - Defaults for invoice, proposal, appointment and request texts - Merge fields and a message preview - Shared with your team - Where to find it: Settings → Email, SMS & phone → Phone & SMS → SMS templates - Plans: Voyager and up - Learn more: [Inbox and email](https://workspace369.com/features/communications) ## Retainers that track every hour, and recurring invoices on autopay October 11, 2026 · https://workspace369.com/changelog/2026-10-11-retainers-and-recurring-autopay/ Run hour-bank, fixed monthly and prepaid retainers with a live hours meter, put repeat invoices on card autopay your clients agree to, and void unpaid invoices cleanly. ### Retainers with a live hours meter Set a retainer up as an hour bank, a fixed monthly fee or a prepaid deposit. Each one has its own record with the allowance, the price, the billing cycle and the client contact in one place. Time your team logs against the client counts toward the cycle as it happens. The meter shows approved hours, hours waiting for your approval and what is left, and it warns you before extra hours land on the next invoice. - Hour bank, fixed monthly and prepaid deposit retainers - Approve pending time before it counts, then bill extra hours at your rate - Choose whether unused hours expire or roll over - Alerts when a retainer reaches 80% and 100% of its hours - Where to find it: Retainers in the sidebar - Plans: Every plan - Learn more: [Retainers and recurring billing](https://workspace369.com/features/retainers-and-recurring-billing), [Time tracking](https://workspace369.com/features/time-tracking), [Payment plans and retainers docs](https://docs.workspace369.com/v/2026.3/finance/payment-plans-credits-retainers/) ### Every retainer on one screen The Retainers list shows monthly retainer revenue, hours used this cycle, prepaid money you are holding and anything that needs your attention, above a table of every retainer with its cycle, next invoice and how it gets paid. - Where to find it: Retainers in the sidebar - Plans: Every plan - Learn more: [Invoices and billing](https://workspace369.com/features/invoices) ### Recurring invoices on autopay your client controls Put hosting, maintenance or any repeat service on a recurring invoice plan, and each invoice goes out on its schedule. Clients agree to card autopay first and can manage it from a secure page. Before every automatic charge, your client gets an email 3 days ahead, or 7 days ahead of a yearly charge or the first charge after a long pause, with the date and amount. Plans that send by text also text the notice, so nobody is surprised. - Where to find it: Invoices → Recurring - Plans: Every plan - Learn more: [Online payments](https://workspace369.com/features/payments), [Retainer agreement template](https://workspace369.com/learn/retainer-agreement-template) ### Void an invoice that was sent but never paid Sent an invoice by mistake, or the job was called off? Void it from the invoice's actions menu. The invoice stays on record with who voided it, when, and the reason if you gave one. It no longer counts as overdue or as money owed, and its payment link stops working. - Where to find it: Invoices → open an invoice → Actions → Void invoice - Plans: Every plan - Learn more: [Invoices and billing](https://workspace369.com/features/invoices) ## Guided setup that starts with your first client, and a theme for each workspace October 8, 2026 · https://workspace369.com/changelog/2026-10-08-guided-setup-and-per-workspace-themes/ New workspaces get a step-by-step setup card on Home, and each workspace you belong to can have its own light or dark mode and accent color. ### Set up one step at a time, starting with your first client New workspaces get a setup card on Home that shows one Up next step at a time, with a progress bar and Skip for now. Setup opens on adding your first client, with an option to import the rest later. It then walks through your business profile, sending a first proposal, getting paid online, what you sell and your business email, with a live invoice preview that fills in from your own details. - One Up next step at a time with a progress bar - Skip any step for now - Live invoice preview that fills in from your details - Where to find it: The setup card on Home, or Account setup - Plans: Every plan - Learn more: [Invoices and billing](https://workspace369.com/features/invoices), [Online payments](https://workspace369.com/features/payments) ### A different theme and accent color for each workspace If you belong to several workspaces, give each its own light, dark or system mode and accent color, for example pink and light for one and green and dark for another. The look switches as you change workspace. Text size and language stay the same everywhere. Pick the setting once under Applies to, and change it back to All workspaces at any time. - Where to find it: Settings → Appearance → Applies to (All workspaces or Only this workspace) - Plans: Every plan - Learn more: [Themes](https://workspace369.com/features/themes) ## AutoPilot chat is redesigned, with private chats, tables and one-tap next steps October 7, 2026 · https://workspace369.com/changelog/2026-10-07-autopilot-chat-redesign/ Chat with AutoPilot in a cleaner layout with private, renamable, pinnable chats and real tables, then run its suggested next steps with one tap. ### A redesigned AutoPilot chat with private chats and tables On phones, AutoPilot chat is a clean full-screen conversation. On tablets and desktops a chats list sits beside it. Your chats are private to you, and you can rename, pin and delete them. You can edit your last question and run an answer again, rate a response, and see lists of records as real tables that open the record and download as CSV. - Chats are private to you - Rename, pin and delete chats - Tables that open the record and download as CSV - Where to find it: Sidebar → AI AutoPilot → Chat - Plans: Every plan - Learn more: [AI chat](https://workspace369.com/features/ai-chat) ### Suggested next steps under AutoPilot's answers After an answer, up to three buttons offer the next step, such as sending a client a pay link, sending an invoice, or opening the Recurring view, a plan, a retainer or an invoice. Tap one to run it; sends ask you to confirm first. Actions follow your permissions. - Where to find it: Sidebar → AI AutoPilot → Chat, under the latest reply - Plans: Every plan - Learn more: [AI chat](https://workspace369.com/features/ai-chat) ## A new proposal builder with cover pictures, and your AI assistant can design proposals October 4, 2026 · https://workspace369.com/changelog/2026-10-04-proposal-builder/ Build proposals with a cleaner editor, an easier block picker and 18 cover designs, or ask a connected AI assistant to style and write one for you. ### A cleaner proposal editor with an easier block picker The proposal editor has a cleaner toolbar, a modern block picker where the plus between blocks adds a block where you click, and drag and drop that holds steady. One shared color picker is used across the app. Clients see the same layout on the proposal page and in the PDF. - Where to find it: Proposals → create or open a proposal - Plans: Every plan - Learn more: [Proposals](https://workspace369.com/features/quoting), [Proposal software for agencies](https://workspace369.com/solutions/proposal-software-for-agencies) ### Pick a cover for your proposal Choose a cover opens 18 ready-made banner designs, or you can upload your own image. The title can sit on the image or below it for a more editorial look. The cover shows at the top of the proposal your client opens and on its PDF. - 18 banner designs plus your own image - Title on the image or below it - Where to find it: Proposals → open a proposal → Choose a cover - Plans: Specialist and up - Learn more: [Proposals](https://workspace369.com/features/quoting) ### Design proposals with your AI assistant An AI app connected to Workspace369, such as Claude or ChatGPT, can now build or restyle a proposal for you. It can set the theme, write and reorder sections, add images, save a proposal as a reusable template and change your proposal defaults. Changes show up live in the editor you see in Workspace369. Covers and page backgrounds need Specialist or higher. - Where to find it: Settings → AI connections to connect an app, then ask it to build a proposal - Plans: Every plan - Learn more: [AI connections (MCP)](https://workspace369.com/integrations/mcp), [Proposals](https://workspace369.com/features/quoting) ## Clients can pick their team member when booking, and the client portal is easier to style October 2, 2026 · https://workspace369.com/changelog/2026-10-02-booking-team-members-and-portal-preview/ Online booking can ask clients which team member they want, with each person's own service length, and the client portal gets a preview and brand color controls. ### Clients choose their team member, with each person's own service length A booking page can add a team step after the service, or offer Any team member. The booked person and the booked length carry through the page and the reschedule flow. Each team member can have their own length for the same service, for example 30 or 45 minutes, while the price stays the same. The editor explains who can take bookings. - Team step with an Any team member option - Per-person service lengths set in Hosts - About section you can use, replace or hide per booking page - Where to find it: Settings → Booking pages → Layout → Team step - Plans: Specialist and up - Learn more: [Calendar and booking](https://workspace369.com/features/schedule) ### Preview and style the client portal Set your portal's accent color with a check that it stays readable on buttons, choose a default theme, and browse all the themes. A project, board or client can still set its own accent and theme. Preview client page shows the portal, sign-in screen and code email with sample data, so you see the result before clients do. - Accent color with a readability check - Sample-data preview of portal, sign-in and code email - Where to find it: Settings → Client portal - Plans: Every plan - Learn more: [Client portal](https://workspace369.com/features/client-portal), [Themes](https://workspace369.com/features/themes) ## Workflows get decisions, waits and drafts, and unsaved work is kept on your device October 1, 2026 · https://workspace369.com/changelog/2026-10-01-workflows-decisions-and-device-drafts/ Add decision steps and waits to workflows, test before going live, edit live workflows through a draft, and recover work you were typing when the connection dropped. ### Decisions, waits and business hours in workflows Add a Check a condition step so a workflow takes a different path depending on the record, or, on Voyager and above, let the workspace owner add an AI decision that answers a Yes or No question. A wait can run until a date on a record, up to a year from the trigger (30 days when the workflow has an AI decision). Email and text steps can be limited to your business hours, so messages are held until you are open. - Check a condition steps, and AI decisions on Voyager and above - Wait until a date on a record, up to 365 days - Only send during business hours - Where to find it: Workflows in the sidebar → open or create a workflow - Plans: Every plan - Learn more: [Workflow automation](https://workspace369.com/features/automation), [Build, test and activate a workflow](https://docs.workspace369.com/v/2026.3/automation/build-test-activate-workflow/) ### Edit a live workflow without breaking it A live workflow now keeps a draft you can publish, discard or revert to an earlier version, so editing does not disturb what is running. Test the draft on a record you choose, or on a sample record, before you publish. Each run page explains what happened at every step and when. - Publish, discard or revert a draft - Test a draft on a record you choose - Run page explains every step - Where to find it: Workflows → open a workflow → Test; run history under Workflows - Plans: Every plan - Learn more: [Workflow automation](https://workspace369.com/features/automation) ### Interrupted work is kept on your device If your connection drops or the app closes while you are writing something, your unsaved work stays on that device. Review, copy or discard it from Device drafts, and restore it from the recovery prompt inside editors such as proposals. A retried send does not create a duplicate. Drafts are stored per account and workspace on that device only, so sign in to the same account to see them. - Where to find it: Settings → Device drafts - Plans: Every plan - Learn more: [Mobile app](https://workspace369.com/features/mobile-app), [Proposals](https://workspace369.com/features/quoting) ## Client portals in your brand, and a private portal for each client September 30, 2026 · https://workspace369.com/changelog/2026-09-30-branded-client-portals/ Client portals carry your logo and colors, let you choose the sections and layout, and every client can now have a private portal of their own. ### Portals that carry your logo, colors and layout Project and task board portals show your logo and accent color on the sign-in screen, in the sign-in code email and on the portal itself, so your client sees your brand from the first click. Choose what each portal shows. Turn sections on or off, drag them into the order you want, and pick a single column, two columns or tabs. A section you hide is never sent to your client's browser. - Logo and accent color on sign-in, code email and portal - Single column, two columns or tabs - Show, hide and reorder sections - Task boards get their own header sections - Where to find it: Settings → Client portal - Plans: Every plan - Learn more: [Client portal](https://workspace369.com/features/client-portal), [Client portal for agencies](https://workspace369.com/solutions/client-portal-for-agencies), [Client portal tutorial](https://workspace369.com/tutorials/client-portal) ### A private portal for each client Give any client their own portal that shows only what you choose to share, including contracts waiting for their signature. Visitors sign in with a code sent to their email, so the page is always private. A new Share permission decides which teammates can create and manage client portals, so you control who can open one up. - Where to find it: Clients → open a client → Client portal - Plans: Every plan - Learn more: [Client portal](https://workspace369.com/features/client-portal), [Client scoped access](https://workspace369.com/features/client-scoped-access) ## Workflows rebuilt with a table, templates, test runs and AI drafting September 29, 2026 · https://workspace369.com/changelog/2026-09-29-workflows-table-templates-ai-drafts/ Manage every workflow in one table, start from a template or describe what you want, test it before it goes live, and assign new leads to a teammate. ### A new Workflows page, templates and AI drafting Workflows now open on a table of everything you have built, with views for All, Active, Drafts, Paused and Needs attention, filters by trigger, action, status and creator, and bulk actions to activate, pause, duplicate or delete several at once. Start from a template grouped by area, such as leads, invoices, proposals, inbox, calendar and tasks, or describe what you need and let AI draft the workflow for you to edit. Drafting counts toward your plan's AI usage, and nothing goes live until you activate it. Drafting with AI is included with Commander and Enterprise. Run a test before you switch a workflow on. Every run keeps a log you can open, and a failed run can be retried from the step that failed. - Views for All, Active, Drafts, Paused and Needs attention - Templates by area, or describe it and AI drafts it - Test runs and a log of every run - Retry a failed run from the failed step - Where to find it: Workflows in the sidebar - Plans: Every plan - Learn more: [Workflow automation](https://workspace369.com/features/automation), [Workflows tutorial](https://workspace369.com/tutorials/workflows), [Automations docs](https://docs.workspace369.com/v/2026.3/automation/automations/) ### Assign new leads to a teammate A workflow that starts when a new lead arrives can assign the lead to one teammate or rotate it between several, and can first check which form the lead came from and how they answered. Use it to send each lead to the right person without anyone sorting the inbox by hand, and keep following up with the usual email, text and task steps after the lead is assigned. - Where to find it: Workflows → New lead trigger → Assign to teammate - Plans: Every plan - Learn more: [Workflow automation](https://workspace369.com/features/automation), [Leads from your website](https://workspace369.com/tutorials/leads-from-your-website) ## Settings reorganized into groups with search, and text size per device September 28, 2026 · https://workspace369.com/changelog/2026-09-28-settings-redesign-and-text-size/ Every Settings page now follows one layout with grouped navigation and search, and your phone and your computer each remember their own text size. ### One layout for every Settings page Settings is now grouped into You, Workspace, Sales, Operations, Channels, AI and Data, so each page has one predictable home. A search box at the top jumps straight to any setting. Pages follow the same layout throughout. If you leave a page with unsaved changes, the app asks before it throws them away, so a half-finished edit is not lost by accident. - Groups: You, Workspace, Sales, Operations, Channels, AI, Data - Search across all settings - Where to find it: Settings in the sidebar - Plans: Every plan - Learn more: [Themes and branding](https://workspace369.com/features/themes), [Set up your business](https://workspace369.com/tutorials/set-up-your-business) ### Text size is remembered separately on phones and larger screens Phones now keep their own text size, set to 125% by default, while tablets and computers keep theirs at 100%. Changing the size on one kind of screen no longer changes the other. The Text size setting always edits the size for the screen you are on, so you can read comfortably on your phone without making your desktop layout larger than you want. - Where to find it: Settings → You → Appearance - Plans: Every plan - Learn more: [Themes and branding](https://workspace369.com/features/themes) ## Tasks, time tracking and files rebuilt for faster everyday work September 27, 2026 · https://workspace369.com/changelog/2026-09-27-tasks-time-tracking-and-files/ Create tasks in seconds and drag them across the board, fill in a weekly timesheet with approvals, and upload files through a queue that handles duplicates. ### Quick task creation and a smoother board Add a task straight from the bottom of a board column, or open quick create to set its properties and type a date like "next fri". Open any task in a preview, or move to the full-page editor when you need more room. Drag cards between columns with a clear lift and a slot showing where the card will land, so you can reorganize a board quickly even when columns are long. - Where to find it: Tasks in the sidebar - Plans: Every plan - Learn more: [Tasks tutorial](https://workspace369.com/tutorials/tasks), [Agency project management software](https://workspace369.com/solutions/agency-project-management-software) ### Time off and team hours reports Time off shows balances, who is out next week and the requests waiting for approval on one page, and the Reports tab charts the hours your team logged so you can see where time went. The weekly timesheet is now a grid where you edit hours in place, and managers review submitted weeks against each person's weekly capacity. - Time off balances and who is out next week - Reports chart the hours your team logged - Review weeks against weekly capacity - Where to find it: Time tracking in the sidebar - Plans: Every plan - Learn more: [Time tracking](https://workspace369.com/features/time-tracking), [Time tracking tutorial](https://workspace369.com/tutorials/time-tracking) ### An upload queue that handles duplicates Uploads now run through a queue you can minimize, with a status for every file. When a file with the same name already exists, choose New version, Keep both, Replace or Skip. You can link uploaded files to the client or project they belong to as they go in, so they are easy to find later from the record they relate to. - Where to find it: Files in the sidebar - Plans: Every plan - Learn more: [File management](https://workspace369.com/features/files) ## Contracts, Requests and Team pages redesigned, with forms you can embed September 27, 2026 · https://workspace369.com/changelog/2026-09-27-contracts-requests-and-team-invites/ Contracts get templates, countersigning and reminders, Requests get a form builder and embed codes, and inviting teammates and buying seats is simpler. ### Contract templates, countersigning and reminders The Contracts page was rebuilt with a status filter, a Templates view for reusable agreements with signing roles and fields, and a builder where you set the signing order and add teammates as signers. Teammates can countersign through their own link, and you can send reminders to everyone still waiting or set how often each contract nags its signers. - Reusable text and PDF templates - Signing order and teammates as signers - Reminders for signers who have not signed - Where to find it: Contracts in the sidebar - Plans: Every plan - Learn more: [Contracts](https://workspace369.com/features/contracts), [Send a contract for signature docs](https://docs.workspace369.com/v/2026.3/contracts/send-a-contract-for-signature/) ### A Requests table and a visual form builder Requests show in a table with a quick-view panel. Convert a request to a client in one click, reply by text, or mark it as new again. Conversion checks for an existing client so you do not create a duplicate. Forms have their own list and a visual builder with a Design tab for look, accent color and font. Share a link or QR code, or embed the form on your website inline, as a popup or behind your own button. Hidden fields pass values like campaign tags from the page address along with each submission. Spam protection is built in, and a Send test lead button sends a sample lead through your setup so you can confirm it arrives in Requests before you publish the form. - Embed inline, as a popup or behind your own button - Hidden fields carry URL values such as campaign tags - Share link and QR code - Send a test lead - Where to find it: Requests in the sidebar → Forms - Plans: Every plan - Learn more: [Client intake form software](https://workspace369.com/solutions/client-intake-form-software), [Leads from your website](https://workspace369.com/tutorials/leads-from-your-website) ### Invite teammates and add seats in one place The Team & seats page shows how many seats are used. Invite several people by email, resend an invite, edit it, or copy an invite link. Invites expire after 7 days. If you are out of seats, the page offers to add one and shows the price before you confirm. Plans that cannot add seats say so and point you to changing plan. - Where to find it: Settings → Team & seats - Plans: Every plan - Learn more: [Roles and client-scoped access](https://workspace369.com/features/client-scoped-access), [Invite your team tutorial](https://workspace369.com/tutorials/invite-your-team) ## Clients get stages and follow-ups, and the calendar gets a faster editor with Google Meet September 27, 2026 · https://workspace369.com/changelog/2026-09-27-clients-stages-and-calendar-editor/ Track clients through stages with a follow-up queue and AI-drafted messages, and create calendar events by dragging, with Google Meet links and guest invites. ### Stages, Prospects and a follow-up queue Add people as Prospects and move clients through stages you can rename, recolor, reorder or hide. The Clients list has a tab for each stage, and the Next follow-up column says why each client is due. The Follow-ups view lists who to contact today and why, and each stage can remind you when a client has been quiet for a number of days you choose, so nobody drifts away unnoticed. - A tab for every stage, with your own stages - Follow-ups view: who to contact today and why - Remind me after a quiet period set per stage - Where to find it: Clients in the sidebar → Follow-ups - Plans: Every plan - Learn more: [Client management software](https://workspace369.com/solutions/client-management-software), [Add clients tutorial](https://workspace369.com/tutorials/add-clients) ### Quick view with AI-drafted follow-ups Select a client to open a side panel with their stage, timeline and next follow-up. From there you can snooze or mark it done, schedule a call or meeting, or have AI draft the email, text or call notes. Drafting counts toward your plan's AI usage, and you edit the message before anything is sent. Drafting is also available from the client sheet on your phone. - Where to find it: Clients → select a client - Plans: Every plan - Learn more: [Client management software](https://workspace369.com/solutions/client-management-software), [Workspace AI tutorial](https://workspace369.com/tutorials/workspace-ai) ### Create events by dragging, edit them in a full editor Drag on the calendar to create an event with a quick popover, or open the full editor to set guests, reminders and team availability. Hold Shift while dragging to land on the exact minute. Preview any event from a popover or side panel and use its actions menu to change or delete it without leaving the calendar. Deleting a repeating event can apply to this and the following events. - Where to find it: Calendar in the sidebar - Plans: Every plan - Learn more: [Calendar and scheduling](https://workspace369.com/features/schedule), [Calendar tutorial](https://workspace369.com/tutorials/calendar) ### Google Meet links, guest invites and text reminders Add a Google Meet link to any event once your Google account is connected in Settings → Integrations. Email invites go to your guests with a separate note for guests, so your internal description stays private. Clients can also get a text reminder before the event. Text reminders start at Voyager, and sending invites needs the Send invites permission, so you decide which teammates can email guests or clients from the calendar. - Where to find it: Calendar → open an event → Add Google Meet - Plans: Every plan - Learn more: [Calendar and scheduling](https://workspace369.com/features/schedule) ## Design the invoice page your clients see, and track changes with change orders September 24, 2026 · https://workspace369.com/changelog/2026-09-24-invoice-page-design-and-change-orders/ Choose the template, palette and extras for your public invoice page, and change accepted proposals or paid invoices through approved change orders. ### Design the invoice page your clients open Pick a template and palette for the page clients see when they open an invoice link, then fine-tune the typeface, logo size, document title (for example Tax invoice) and the language of the page labels. A live preview shows the result before you save. Add optional extras such as a scan-to-pay QR code, a print button and a due date countdown. You can also give a single invoice its own template and palette from the invoice editor. - Template, palette, typeface and logo size - Scan-to-pay QR code, print button, due date countdown - Different design for a single invoice - Reset to defaults any time - Where to find it: Settings → Invoices → Document themes - Plans: Every plan - Learn more: [PDF and document customization](https://workspace369.com/features/pdf-customization), [Invoices](https://workspace369.com/features/invoices) ### Change orders for accepted proposals and paid invoices Once a proposal is accepted, or a deposit or payment comes in, its items and prices lock, and a banner explains why. To change it, create a numbered change order that shows exactly what changed. The original and every approved change are kept, so you always have a record of what was agreed. Owners can also choose to lock invoices as soon as they are sent. Starting a change order needs Specialist or higher; existing ones stay readable on every plan. - Where to find it: Open a locked proposal or invoice → Change order - Plans: Specialist and up - Learn more: [Change orders](https://workspace369.com/features/change-orders), [Proposals](https://workspace369.com/features/quoting) ## AI AutoPilot: a daily Today feed, Client Health and watches on money, projects and tasks September 23, 2026 · https://workspace369.com/changelog/2026-09-23-ai-autopilot-today/ AI AutoPilot ranks what needs you today, flags clients, invoices and projects that need attention, and drafts reminders for you to review. It only suggests. ### A Today feed that ranks what to do next AI AutoPilot opens on Today, a ranked list of what needs you: an invoice to chase, a client to check in with, a request to answer. View it as lanes or a timeline, and open How I ordered this to see why each item sits where it does. Turn on the morning briefing and message sorting and AI summarizes your day and suggests labels on new email and text messages. It never moves messages or sends replies. Owners choose the sources, and teammates can get their own Today. The briefing and message sorting start on Voyager and count toward your plan's AI usage. For now AutoPilot works when the workspace owner's app language is English. - Lanes and Timeline views - How I ordered this explains the ranking - Suggestion only: nothing is sent for you - Where to find it: AI AutoPilot in the sidebar - Plans: Every plan - Learn more: [Workspace AI](https://workspace369.com/features/ai-chat), [Workspace AI tutorial](https://workspace369.com/tutorials/workspace-ai) ### Client Health and check-in suggestions Client Health flags clients who need attention, with the reason shown: an overdue invoice, a quiet stretch after earlier back-and-forth, or a message marked as a complaint. It offers a Draft follow-up you can edit. It is off until an owner turns on background analysis in AutoPilot settings, and flags are for you only, never shown to the client. - Where to find it: Clients → open a client → Client Health - Plans: Every plan - Learn more: [Client management software](https://workspace369.com/solutions/client-management-software), [Workspace AI](https://workspace369.com/features/ai-chat) ### Money Watch, Project Watch and Task Assist Money Watch on an invoice shows the unpaid balance, due date and any missed installments, with a Draft reminder you can edit. Project Watch compares recorded billable hours with planned hours, counts completed items and lists tasks unchanged for 7 days. Task Assist lists tasks sitting unchanged in the statuses you pick on one board. Every watch is switched on separately in AutoPilot settings, and none of them sends anything by itself. You decide whether a drafted reminder goes out. - Where to find it: AI AutoPilot in the sidebar; Money Watch shows on invoice details - Plans: Every plan - Learn more: [Workspace AI](https://workspace369.com/features/ai-chat), [Invoices](https://workspace369.com/features/invoices) ## Send contracts for e-signature from Workspace369 September 20, 2026 · https://workspace369.com/changelog/2026-09-20-contracts-and-e-signature/ Upload a PDF or use a template, place signature fields, and send it for signing. Signers verify by email code, and you keep an audit trail and evidence file. ### Send a contract and track who has signed Start a contract from a PDF or a reusable template, place signature, initials, date and text fields on the pages, and add each signer in the order they should sign. Link the contract to a client and the signer's details fill in for you. Each signer confirms with a code we email them, then signs from a private link. You see where every contract stands, from Sent and In progress to Completed, Declined or Expired, and you can send a reminder. - PDF or template, up to 500 fields - Signing order and email code verification - Status for every contract with reminders - Where to find it: Contracts in the sidebar - Plans: Every plan - Learn more: [Contracts](https://workspace369.com/features/contracts), [Send a contract for signature docs](https://docs.workspace369.com/v/2026.3/contracts/send-a-contract-for-signature/), [Web design contract template](https://workspace369.com/learn/web-design-contract-template) ### An audit trail and evidence file for every contract Every contract keeps a timeline of what happened, including when each code was sent and verified. After everyone signs, download the signed copy and an evidence file, and the app tells you if the audit trail has been altered. Your plan includes a monthly allowance of sent contracts. Beyond it, each send counts toward your plan's usage, and the screen tells you before you send, so a large batch never surprises you. - Where to find it: Contracts → open a contract - Plans: Every plan - Learn more: [Contracts](https://workspace369.com/features/contracts) ## August 2026: connect Claude and ChatGPT, review AI changes first, and a Gantt view August 31, 2026 · https://workspace369.com/changelog/2026-08-31-august-2026-roundup/ Connect Claude, ChatGPT or any MCP client with approvals on every send, let AI AutoPilot confirm before it changes anything, and plan work on a Gantt timeline. ### Connect Claude, ChatGPT or any AI app to your workspace Workspace369 has an MCP server, so Claude, ChatGPT or any client that supports MCP over OAuth can work inside your workspace. It can look up clients, draft proposals and invoices, log time, check your calendar and read your messages, and it can update records in clients, projects, tasks, expenses and workflows too. You stay in control. A workspace admin turns MCP on and chooses what each connection may do, and anything that sends, like an email or an invoice, waits for your approval in the app. MCP is included on every plan, and each call counts toward your plan's AI usage. - Works with Claude, ChatGPT and other MCP clients - Sends wait for your approval in the app - Create personal access tokens for clients that need one - Included on every plan once an admin turns it on - Where to find it: Settings → AI connections - Plans: Every plan - Learn more: [Workspace369 MCP](https://workspace369.com/integrations/mcp), [CRM MCP server guide](https://workspace369.com/blog/crm-mcp-server), [Workspace AI tutorial](https://workspace369.com/tutorials/workspace-ai) ### AI AutoPilot chat shows what it will change before it changes it AI AutoPilot chat answers questions about your workspace and can make changes for you, like creating or updating tasks, clients and addresses. Before anything changes it shows a card you can review and edit, and afterwards it tells you which record it touched. When it proposes many changes at once, you get one reviewable list with a row per item. Workspace AI is built into every workspace with nothing to set up: compose and rewrite messages, translate, and summarize. On Commander and Enterprise, AI can also draft a whole workflow for you to review before it runs. A workspace admin can turn on Auto-approve actions, which creates, updates and deletes records without asking. Sends to clients always ask first. AI use counts toward your plan's AI usage. - Review and edit the change before it applies - Compose, rewrite, translate and summarize - AI-drafted workflows on Commander and Enterprise - Where to find it: Sidebar → AI AutoPilot → Chat - Plans: Every plan - Learn more: [Workspace AI](https://workspace369.com/features/ai-chat), [Workspace AI tutorial](https://workspace369.com/tutorials/workspace-ai), [Workflow Automations](https://workspace369.com/features/automation) ### A Gantt timeline and your own task order Switch a board to Gantt view to see tasks on a timeline with dependencies, baselines, a critical path and a workload heat map based on each member's capacity. It helps you spot a crunch before it lands. You can also drag tasks within a column to put them in your own order, and on a phone drag them across statuses. - Dependencies, baselines and critical path - Workload heat map from each member's capacity - Drag to reorder, with the order saved for everyone - Where to find it: Tasks → view switcher → Gantt - Plans: Every plan - Learn more: [Agency project management](https://workspace369.com/solutions/agency-project-management-software), [Tasks tutorial](https://workspace369.com/tutorials/tasks) ### Better email in the inbox: several recipients, quoted replies and forwards Send an email to several recipients at once. Replies now quote the original message, forwards keep their attachments, and drafts behave the way you expect. You can search mail more deeply, mark a conversation unread, and report spam to teach the inbox to treat a sender, or a whole domain, as junk. - Where to find it: Inbox in the sidebar - Plans: Every plan - Learn more: [Inbox and communications](https://workspace369.com/features/communications), [Inbox tutorial](https://workspace369.com/tutorials/inbox) ### Workflows that stop when the job is done A workflow can stop itself when a goal is met. Pick a one-tap goal or write the condition as a plain sentence, so a reminder sequence ends once the invoice is paid. The Payment overdue reminder schedule is set right in the workflow builder, so you choose the days reminders go out. - Where to find it: Workflows in the sidebar → open a workflow - Plans: Every plan - Learn more: [Workflow Automations](https://workspace369.com/features/automation), [Workflows tutorial](https://workspace369.com/tutorials/workflows), [Build, test and activate a workflow](https://docs.workspace369.com/v/2026.3/automation/build-test-activate-workflow/) ### Give team members access to specific projects Give a team member access to particular projects and task boards instead of everything. They see the projects they belong to and nothing else, which suits contractors and part-time helpers. - Where to find it: Projects → open a project → Team - Plans: Every plan - Learn more: [Client-scoped access](https://workspace369.com/features/client-scoped-access), [Team access and permissions](https://docs.workspace369.com/v/2026.3/admin/team-access-and-permissions/) ### Richer client profiles, and an archive instead of delete Add or crop a client's photo and see every address and contact person on the client screen. Choose a primary email and phone, get a warning about possible duplicates, and let contact persons opt in to messages. Deleting a client now archives it first. An Archived view lets you restore it or delete it for good, and you get a warning if you invoice, text or email an archived client. - Where to find it: Clients → open a client; Clients → Archived - Plans: Every plan - Learn more: [Client management](https://workspace369.com/solutions/client-management-software), [Clients and CRM docs](https://docs.workspace369.com/v/2026.3/core-workflows/clients-and-crm/) ## July 2026: a rebuilt calendar, funnels, inventory tracking and workflows with test runs July 31, 2026 · https://workspace369.com/changelog/2026-07-31-july-2026-roundup/ A rebuilt calendar, funnels that capture leads into your CRM, inventory with low-stock alerts, workflows that create tasks, and invoices with a live preview. ### A rebuilt calendar with week, month, day and team views The calendar was rebuilt around a smooth week grid. Drag an event to reschedule it in 15-minute steps, and overlapping events sit side by side instead of on top of each other. Month view shows events that span several days and lets you drag an event to another day. There are also Day and Team views, and a week view designed for phones. - Drag to reschedule in 15-minute steps - Day, week, month and team views - A phone week view - Where to find it: Calendar in the sidebar - Plans: Every plan - Learn more: [Calendar and booking](https://workspace369.com/features/schedule), [Calendar tutorial](https://workspace369.com/tutorials/calendar), [Projects, tasks and scheduling](https://docs.workspace369.com/v/2026.3/core-workflows/projects-tasks-scheduling/) ### Workflows that create tasks and reminders, with test runs and logs Workflows can create real tasks and reminders, send in-app notifications to your team, wait on a timer or a schedule, and fill in client or invoice details with an Insert variable picker on every step. Before you switch a workflow on, run a simulated test to see what it would do. Every run is logged, so you can check what a workflow did and when. Every plan has workflows. Cadet is email-only with up to 3 active, Voyager adds texts with up to 10, Specialist allows 25, and Commander and Enterprise have no limit. - Tasks, reminders and team notifications as steps - Timers and scheduled triggers - Simulated test runs and execution logs - Where to find it: Workflows in the sidebar - Plans: Every plan - Learn more: [Workflow Automations](https://workspace369.com/features/automation), [Workflows tutorial](https://workspace369.com/tutorials/workflows), [Build, test and activate a workflow](https://docs.workspace369.com/v/2026.3/automation/build-test-activate-workflow/) ### Build and publish funnels that capture leads into your CRM Funnels are multi-step pages built from blocks, with AI-written copy, result pages and follow-up email or text sequences. Publish one to a hosted address and new leads go straight into your CRM, with analytics on visitors, leads and drop-off. A/B tests and answer-based logic start on Voyager. Live funnels per plan: Cadet 1, Voyager 3, Specialist 10, Commander and Enterprise 25, with unlimited drafts. AI generation counts toward your plan's AI usage. - Block builder with hosted public pages - Leads land in your CRM automatically - Funnel analytics and follow-up sequences - Where to find it: Funnels in the sidebar - Plans: Every plan - Learn more: [Funnel builder with CRM](https://workspace369.com/solutions/funnel-builder-with-crm), [Funnels tutorial](https://workspace369.com/tutorials/funnels) ### Track stock with adjustments, low-stock alerts and a movement history Track stock on the products you sell. Adjust counts by hand with a history for each product, and get low-stock alerts when items run low. A workspace-wide Inventory view lists every stock movement with totals and filters, and exports to CSV. A setting lets you choose whether stock is deducted when an invoice is issued or when it is paid. - Stock adjustments with history per product - Low-stock alerts - Inventory movements list with CSV export - Where to find it: Products → Inventory; Settings → Products - Plans: Specialist and up - Learn more: [Products and inventory](https://workspace369.com/features/products), [Product catalog tutorial](https://workspace369.com/tutorials/product-catalog) ### Invoices and proposals that look the part, with a live preview A new default PDF design for invoices and proposals adds per-line tax rates, your tax ID and registration details, page numbers, terms printed inline, attached documents merged into the PDF, and right-to-left language support. On tablet and desktop the invoice editor now shows a live preview beside the form, so you see what your client will receive while you type. - Where to find it: Settings → Invoices → PDF template; Invoices → New invoice - Plans: Every plan - Learn more: [PDF customization](https://workspace369.com/features/pdf-customization), [Invoices and billing](https://workspace369.com/features/invoices), [Create, send and track an invoice](https://docs.workspace369.com/v/2026.3/finance/create-send-track-invoice/) ### Weekly timesheets with approvals Team members submit a weekly timesheet, and approvers review and approve it from an Approvals view. Approved entries are locked so they cannot change quietly, and managers can manage other people's time. The time-entry dialog was redesigned to make adding and editing time quicker. - Where to find it: Time tracking → Timesheets - Plans: Every plan - Learn more: [Time tracking](https://workspace369.com/features/time-tracking), [Time tracking tutorial](https://workspace369.com/tutorials/time-tracking) ## June 2026: fine-grained team access, receipt scanning and notes that work like documents June 30, 2026 · https://workspace369.com/changelog/2026-06-30-june-2026-roundup/ Limit teammates to their own clients, bill tracked time in one step, scan receipts into expenses, and write notes with rich text, sharing and AI. ### Invite teammates quickly and limit them to their own clients Switch a team member from Full book to Scoped and they see only the clients assigned to them: those clients' records, conversations, tasks, calendar and time. Financial dashboards stay hidden from them, which suits contractors and account managers. Adding a team member also has its own focused screen now, separate from editing what they can do afterwards, so invites are quick and clear. - Full book or Scoped access per member - Scoped members only see assigned clients' work - A separate, simple invite screen - Where to find it: Settings → Team & seats → Invite; a member → Permissions - Plans: Every plan - Learn more: [Client-scoped access](https://workspace369.com/features/client-scoped-access), [Invite your team tutorial](https://workspace369.com/tutorials/invite-your-team), [Team access and permissions](https://docs.workspace369.com/v/2026.3/admin/team-access-and-permissions/) ### Bill tracked time on an invoice in one step Turn billable time entries into invoice lines in one step, and unbill them if you change your mind. The time keeps its client and project context. Projects with an hours budget show how much of it is used, so you see a project running over before the invoice does. - Where to find it: Invoices → add billable time; Projects → project details - Plans: Every plan - Learn more: [Time tracking](https://workspace369.com/features/time-tracking), [Time tracking and invoicing](https://workspace369.com/solutions/time-tracking-and-invoicing-software), [Time tracking tutorial](https://workspace369.com/tutorials/time-tracking) ### Scan a receipt and get the expense filled in Take a photo of a receipt (large ones are compressed) or choose a PDF up to 30 MB, and the expense is pre-filled with vendor, date, amount and type. Scanning counts toward your plan's AI usage. Break an expense into line items with tax, from a scan or by hand. Totals add up automatically, and you can override them. - Photo, or a PDF up to 30 MB - Vendor, date, amount and type pre-filled - Editable line items with tax - Where to find it: Expenses → Add expense → Scan invoice/receipt - Plans: Specialist and up - Learn more: [Expense tracking](https://workspace369.com/features/expenses), [Expenses tutorial](https://workspace369.com/tutorials/expenses) ### Proposals get their own home Proposals have their own place in the sidebar, separate from Invoices, with a list of every proposal and a Proposals tab on each client. Set workspace-wide defaults for design, terms and notes, and manage your proposal templates in one place. - Where to find it: Proposals in the sidebar; Settings → Proposals - Plans: Every plan - Learn more: [Proposals](https://workspace369.com/features/quoting), [Proposal software](https://workspace369.com/solutions/proposal-software-for-agencies), [Proposals tutorial](https://workspace369.com/tutorials/proposals-step-by-step) ### Notes with rich text, images and AI on the page Write notes with rich text, smart paste, images, files and GIFs. Select some text and use the AI toolbar to rewrite it, shorten it or continue it. AI help counts toward your plan's AI usage. It is the same editor everywhere notes live, including each client's Notes tab, where you can keep several notes with mentions and folders. - Where to find it: Notes in the sidebar; Clients → a client → Notes - Plans: Every plan - Learn more: [Workspace AI](https://workspace369.com/features/ai-chat), [Files and notes](https://workspace369.com/features/files) ### Share notes with teammates or publish one as a public link Share a note with specific people as a viewer or editor, find notes others shared with you under Shared with me, and add comments. Deleted notes can be restored from Trash. Publish a note as a public link you can turn off at any time. - Where to find it: Notes → note menu → Share - Plans: Every plan - Learn more: [Files and notes](https://workspace369.com/features/files) ## May 2026: email in your inbox, multiple phone numbers and clearer team permissions May 31, 2026 · https://workspace369.com/changelog/2026-05-31-may-2026-roundup/ Write and preview email from the inbox, run several email addresses and phone numbers, delete and block safely, and set team permissions with role presets. ### Write, preview and send email without leaving your inbox Compose an email with attachments, pick a branded template, and preview exactly how it will look to your client before you send. Mail you send lands in the client's conversation in the inbox, so the whole thread is in one place. - Where to find it: Emails and Inbox in the sidebar - Plans: Every plan - Learn more: [Inbox and communications](https://workspace369.com/features/communications), [Connect your email tutorial](https://workspace369.com/tutorials/connect-your-email), [Inbox overview](https://docs.workspace369.com/v/2026.3/communication/inbox-overview/) ### Several email addresses, each with its own auto-reply Add more than one email address to the inbox. Each address can have a catch-all, its own auto-reply and assigned owners, and outbound mail shows its delivery status. A signature builder lets you design signatures with embedded images. - Where to find it: Settings → Email, SMS & phone → Email → Email addresses - Plans: Every plan - Learn more: [Inbox and communications](https://workspace369.com/features/communications), [Inbox tutorial](https://workspace369.com/tutorials/inbox) ### Delete, mute and block without losing anything by accident Delete a conversation and it goes to a Trash you can restore from for 30 days by default, with a five-second undo right after. Mute noisy threads so they stop interrupting you. Block a sender across email, texts and calls from one blocked list. Blocking texts and calls needs a plan with texting and voice, which starts at Voyager. - Where to find it: Inbox → conversation menu; Trash folder - Plans: Every plan - Learn more: [Inbox and communications](https://workspace369.com/features/communications), [Shared inbox](https://workspace369.com/solutions/shared-inbox-software) ### Use more than one phone number for texts and calls Add more than one SMS and voice number, then pick which number to text or call from. Each number can have its own business hours and voicemail greeting, and on Specialist and above its own phone menu. - Choose the number to text or call from - Hours, voicemail and phone menu per number - Where to find it: Settings → Email, SMS & phone → Phone & SMS → Phone numbers - Plans: Voyager and up - Learn more: [Phone menus and routing](https://workspace369.com/features/auto-attendant-and-ivr), [Calls and voicemail tutorial](https://workspace369.com/tutorials/calls-and-voicemail), [Phone number and routing](https://docs.workspace369.com/v/2026.3/communication/voice-phone-number-and-routing/) ### Set what each team member can do with role presets Start from a role preset, then fine-tune a member's access in a Permissions tab written as plain sentences. The controls cover each main area of the app, from invoices and clients to tasks and files. A page a member cannot open now shows a friendly no-access message instead of a blank screen. - Where to find it: Settings → Team & seats → a member → Permissions - Plans: Every plan - Learn more: [Client-scoped access](https://workspace369.com/features/client-scoped-access), [Team access and permissions](https://docs.workspace369.com/v/2026.3/admin/team-access-and-permissions/) ## March and April 2026: a new proposal builder, intake forms and project profitability April 30, 2026 · https://workspace369.com/changelog/2026-04-30-march-april-2026-roundup/ A visual proposal builder with deposits and tracking, several intake forms with an inbound API, profitability and AR aging reports, calls, and an AI knowledge base. ### Build several intake forms, each with its own design and follow-up Create more than one public request form for your business. Each form has its own fields, design, thank-you step and notifications, plus spam protection. Share a link or embed a form on your own website, and every submission arrives in Requests, ready to turn into a client. Forms hosted elsewhere can send leads in too: Requests settings has an inbound API with keys and field mapping. A new lead can also start a workflow, like a welcome email or a task for you. - Several forms, each with its own design and notifications - Share a link or embed on your site - Inbound API with keys and field mapping - Where to find it: Requests → Forms; Settings → Requests - Plans: Every plan - Learn more: [Client intake forms](https://workspace369.com/solutions/client-intake-form-software), [Leads from your website tutorial](https://workspace369.com/tutorials/leads-from-your-website) ### A visual proposal builder with themes, deposits and tracking Build a proposal as a page your client scrolls: a cover, text, images, a timeline, terms and line items you pick from your catalog. Choose a theme and colors, start from a saved template, and look back through earlier versions in version history. Collect a deposit when the client accepts, and see when they open and engage with the proposal. An accepted proposal converts to an invoice in one step. - Cover, images, timeline, terms and catalog line items - Themes, saved templates and version history - Deposit on acceptance and engagement tracking - Where to find it: Proposals in the sidebar → New proposal - Plans: Every plan - Learn more: [Proposals](https://workspace369.com/features/quoting), [Proposal software](https://workspace369.com/solutions/proposal-software-for-agencies), [Proposals tutorial](https://workspace369.com/tutorials/proposals-step-by-step) ### See what each project earns and who owes you, by how late they are Job profitability shows revenue, costs and margin for each project, built from your invoices, expenses and tracked time. Customer profitability does the same for each client, so you can see which work and which clients earn their keep. AR aging groups unpaid invoices by how overdue they are, so you know who to chase first, and you can send a payment reminder from the report. - Margin per project and per client - Unpaid invoices grouped by how overdue they are - Where to find it: Accounting → Reports - Plans: Specialist and up - Learn more: [Accounting](https://workspace369.com/features/accounting), [Project profitability software](https://workspace369.com/solutions/project-profitability-software-for-agencies) ### Texts, calls and voicemail next to your email, with transfer and analytics Email, texts and phone calls land in one inbox, matched to the client they belong to. Email arrives through your workspace address or a mailbox you connect, and works on every plan. From Voyager you can answer calls on web and mobile, dial out from a client, listen to voicemail and chart your call volume and outcomes in call analytics. From Specialist, invite a teammate before you transfer a live call, merge into a three-way conference so the caller is never dropped, and set up phone menus, ring groups and business-hours routing. - Texts and calls from Voyager, email on every plan - Invite a teammate before transferring a call - Phone menus, ring groups and business-hours routing from Specialist - Where to find it: Inbox in the sidebar - Plans: Voyager and up - Learn more: [Inbox and communications](https://workspace369.com/features/communications), [Phone menus and routing](https://workspace369.com/features/auto-attendant-and-ivr), [Calls and voicemail tutorial](https://workspace369.com/tutorials/calls-and-voicemail) ### Teach Workspace AI about your business with a knowledge base Add your pricing, policies, procedures, team rules and FAQs as knowledge base entries, sorted into categories. Workspace AI looks them up when it replies, so answers follow how your business actually works. Search finds entries by meaning, not just exact words. How much knowledge search you get depends on your plan's AI level. - Where to find it: Settings → Knowledge base - Plans: Every plan - Learn more: [Workspace AI](https://workspace369.com/features/ai-chat), [Workspace AI tutorial](https://workspace369.com/tutorials/workspace-ai) ### A rebuilt products and services catalog Products, services and packages now live in a cleaner catalog with list and card views, status tabs, filters and saved views. Each item has its own page for pricing, images and organization, and an activity timeline records what changed. Write a description yourself or let AI draft and refine it. Cadet includes up to 20 products and services; Voyager and above have no limit. - Where to find it: Products in the sidebar - Plans: Every plan - Learn more: [Products and catalog](https://workspace369.com/features/products), [Product catalog tutorial](https://workspace369.com/tutorials/product-catalog), [Product catalog docs](https://docs.workspace369.com/v/2026.3/catalog/product-catalog/) ### Faster task boards: filter chips, search and kanban zoom The Tasks header has filter chips and search, so you can combine status, assignee, tag and more to find the work in front of you. On larger screens a zoom control resizes the kanban board so more columns fit on screen. - Where to find it: Tasks in the sidebar - Plans: Every plan - Learn more: [Agency project management](https://workspace369.com/solutions/agency-project-management-software), [Tasks tutorial](https://workspace369.com/tutorials/tasks)