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Working with Your Business Profile

Your Business Profile is where your company’s identity, locations, and proposal authorization rules live in XBuild. It feeds your branding into every estimate and proposal you send, controls how many physical locations your company operates from, and determines whether finished proposals need a company countersignature before a job is approved. This article walks through the experience: setting your primary location, adding additional locations, uploading your logo and brand colors, and configuring proposal authorization. If you’re brand new to XBuild, this is the first stop after creating your account — your Business Profile defines who shows up on every proposal your team sends.

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1. Open Your Business Profile

  1. Sign in to your XBuild account.
  2. Open Settings.
  3. In the Settings navigation on the left, click Business Profile.
  4. You’ll land on a page titled Business Profile, with the subtitle “Manage your business information and brand,” and three stacked cards: My Primary Location, Locations, and Authorization.
When you’re done, use the Go back arrow at the top of the Settings navigation to return to the main app. Business Profile is an admin-only area, like the rest of Settings.

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2. Set Up Your Primary Location

The My Primary Location card is the company identity used for generating new estimates and proposals. The information here appears on every contract you send.
  1. In the Primary Location card, fill in the basics:
    • Company ID — auto-generated by XBuild. Read-only. Use it when contacting support.
    • Company Name — the legal or trade name that appears on proposals.
    • Phone Number — the number homeowners see and call.
    • Business Address — your headquarters or main office address.
    • Website — optional, but recommended; it shows up on branded proposal output.
  2. Click Save to apply your changes, or Reset to discard them.

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Add Your Brand Logo and Colors

The bottom of the Primary Location card has a Brand Logo uploader and Brand Colors picker. These customize the look of your proposals, estimates, and email touchpoints.
  1. Click Upload Logo and select a PNG or JPG file (up to 2MB). Square logos work best.
  2. Under Brand Colors, set your Primary and Secondary colors:
    • Click the color swatch to use the color picker, or
    • Type a hex value (six characters, no #) into the field next to the swatch.
  3. Click Save.
Tip: Your primary color is used for headings and accents on the proposal; your secondary color is used for supporting elements. Choose contrasting colors so the proposal stays readable.

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3. Manage Locations

The Locations card sits below Primary Location. Use it to register every physical location your company operates from. The first row in the table is always your primary location — the one configured in the Primary Location card above. To add a location:
  1. Click + Add Location in the top right of the Locations card.
  2. Enter the location’s name, city, and state, plus any additional details requested.
  3. Save the location. It appears as a new row in the Locations table.

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Locations Are Independent — Configure Each One

This is the most important thing to know about Locations in XBuild: every Location is its own peer, with its own configuration. Adding a Location does not copy your existing setup over. Each Location needs its own:
  • Team members — who has access to that Location and what they can do there.
  • Component Packages — the reusable assemblies available to estimators at that Location.
  • Proposal Layouts — the layouts proposals are built from.
  • Supplier Integrations — supplier connections for live pricing.
  • Margins — markup, labor rates, and pricing profile.
  • Any other Location-scoped settings.
When you add a new Location, plan time to walk through Settings and configure each of those areas for the new Location. Switching the active Location in XBuild swaps in that Location’s specific setup; nothing automatically inherits from the primary. Important: Admins must invite themselves to every Location. Location membership is not automatic — not even for the admin who created the Location. If you run multiple Locations, you (and every other team member who needs cross-Location access, including admins) must be explicitly invited as a team member at each Location. Until you’re invited, you won’t see that Location’s packages, suppliers, proposals, or settings when you switch into it. When you spin up a new Location:
  1. Invite yourself first so you can finish setting the Location up.
  2. Invite every other admin and team member who needs access to that Location.
  3. Repeat the invite step for any teammate who later needs access to additional Locations — adding them to one Location does not add them to the others.
Tip: If you operate multiple branches under one brand, set up a checklist for new-Location onboarding so nothing gets skipped — invite yourself and your team first, then packages, suppliers, layouts, margins.

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4. Configure Proposal Authorization

The Authorization card controls when and how proposals require a company countersignature before a job can start. This is the company-level rule that XBuild applies to every proposal your team sends. Select one of three options:
  • No authorization — Signed proposals are always ready to start. No company countersignature is needed. Use this if you’re comfortable starting jobs the moment the homeowner signs.
  • Pre-authorization — XBuild auto-signs on your company’s behalf before the proposal goes to the homeowner. The homeowner gets a “ready-to-go” contract that’s fully executed the moment they sign. Best for high-velocity contractors who want to remove an internal step.
  • Final authorization — Your company countersigns after the homeowner signs. Proposals stay in Pending Approval until an admin reviews and signs. Best for contractors who want explicit internal oversight before a job kicks off.
Click Save to apply your selection, or Reset to discard.

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Set Authorized Signers (Final Authorization Only)

When you choose Final authorization, an Authorized signers field appears below the option. Only people listed here can countersign and approve a proposal.
  1. Click into the Search account holders… field.
  2. Start typing a name or email; matching account holders appear in a dropdown.
  3. Select a person to add them. They appear as a chip above the search field.
  4. To remove a signer, click the X on their chip.
  5. Click Save.
At least one authorized signer is required (the field is marked with an asterisk). You can list multiple — any one of them can approve.

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What Happens After a Homeowner Signs

The authorization mode you pick changes the proposal’s status flow after a homeowner signs:
  • No authorization — The proposal is immediately marked Approved and the job is ready to start.
  • Pre-authorization — Your company’s signature was already on the proposal when it went out. The homeowner’s signature finalizes the contract and the job is ready to start.
  • Final authorization — The job is held back from starting until an authorized signer countersigns the proposal. XBuild emails every authorized signer to let them know the proposal is waiting for an internal signature. Heads up: the email is currently the only notification you’ll get — there’s no separate “awaiting approval” view in the project list yet, so don’t delete or lose the email.

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Approve a Pending Proposal (Final Authorization Only)

When a proposal is waiting on you under Final authorization:
  1. Open the notification email and click through to the proposal. The email is currently the only entry point — there is no in-app filter or queue for proposals awaiting your countersignature, so the email is what you’ll need.
  2. Click Approve & Sign.
  3. XBuild opens the signature pad. Sign and confirm.
  4. The system generates the fully-executed PDF (your signature is timestamped) and moves the job to Approved.
Only one internal signature is captured per contract. If a job needs multiple internal sign-offs, handle that outside XBuild before approving. Tip: Treat the authorization email like a signed contract — archive it, don’t delete it. If every authorized signer loses or trashes the email, the proposal can sit waiting indefinitely without an in-app reminder.

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Troubleshooting Common Issues

My logo looks off in proposals. Logos work best when they’re square and have a transparent background (PNG). Re-upload with a square crop and confirm the file is under 2MB. My brand color isn’t applying. Hex values are six characters with no # (for example, 1A73E8, not #1A73E8). Re-enter the value and save. I added a new Location but it’s missing component packages, suppliers, or team members. Expected. Each Location has its own configuration. Walk through Settings — Team, Component Packages, Proposal Layouts, Connectors, and Pricing & Profit — with the new Location active to set it up. I created a new Location but I can’t see it when I switch into it. Location membership is not automatic. Even the admin who created the Location must invite themselves as a team member at that Location before they can access it. Invite yourself, then invite the rest of your team. Repeat for each Location — invites do not chain. A homeowner signed but the job hasn’t started. You’re on Final authorization mode. An authorized signer needs to open the proposal and click Approve & Sign. The notification email sent to every authorized signer is currently the only way to find the proposal — search your inbox (and your authorized signers’ inboxes) for it. The authorization email never arrived. XBuild sends the notification to every authorized signer when a homeowner signs under Final authorization mode. The email is currently the only way to surface proposals waiting on internal countersignature, so if it doesn’t arrive the proposal can stall. Check spam, confirm the signers’ email addresses on their account, and verify that authorized signers are configured correctly in Settings → Business Profile → Authorization. If you still can’t locate the proposal, contact support — we can help you find it directly. The Approve & Sign button isn’t there for me. Only users listed in the Authorized signers field can approve proposals under Final authorization. Ask an admin to add you in Settings → Business Profile → Authorization. I want our company signature already on the proposal when the homeowner sees it. Switch the Authorization mode to Pre-authorization. XBuild will auto-sign on your company’s behalf before sending. I switched authorization modes — what happens to proposals already in flight? The new mode applies to proposals sent after the change. Proposals already out for signature continue under the rules they were sent with. For further assistance, contact XBuild Support at support@x.build.