Video 3 of 26 ยท Set Up

Set Up Your Workspace

Company settings, cost codes and cost types, Xero, folder templates and document templates

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Watch the Set Up Your Workspace video
Watch the Set Up Your Workspace video on YouTube
Watch the video walkthroughhttps://youtu.be/DAZUjg7kUl0

In this walkthrough, you'll set up the foundations of your Deep Space workspace. We'll cover company settings, your cost codes and cost types, Xero, and your folder and document templates. Then we'll cover the questions we get most.
The full series: 26 videos in Builder's Wheel order (Win, Set Up, Build, Move the Money, Govern)
  1. Build an Estimate and Proposal Win
  2. Multi-Trade Tender Win
  3. Set Up Your Workspace Set Up
  4. Add Users and Give Them Access Set Up
  5. Company Settings: Get Your Documents Ready Set Up
  6. Connect Xero and Map Your Cost Codes Set Up
  7. Folder Templates and Project Documents Set Up
  8. Document Templates vs Contract Templates Set Up
  9. Email Templates and Sending Documents Set Up
  10. Head Contract Setup Set Up
  11. Build Your Programme Set Up
  12. Subcontracts: Award to Executed Set Up
  13. DS Site: Invites, Inductions and Site Sign-on Build
  14. Drawings to Site and Subbies Build
  15. Run Your Programme on Site Build
  16. RFIs, Notices and the Project Inbox Build
  17. Inbox to Xero: How the Money Flows Move the Money
  18. Purchase Orders Move the Money
  19. Process Supplier Invoices Move the Money
  20. Subbie Claims: Inbox to Payment Schedule Move the Money
  21. Retentions and Security Move the Money
  22. Variations, End to End Move the Money
  23. Provisional Sums: Allowances, Drawdowns and Over-runs Move the Money
  24. Progress Claims to Your Client Move the Money
  25. Budget and Forecasting Govern
  26. Delegation of Authority Govern

Start here

If you're new, start with Implementation in the menu. It tracks every setup task from data collection to go-live, shows
If you're new, start with Implementation in the menu. It tracks every setup task from data collection to go-live, shows what's next, and who owns it.
Everything in this video lives under Admin. Company Settings, Finance, and the template pages. You'll need workspace adm
Everything in this video lives under Admin. Company Settings, Finance, and the template pages. You'll need workspace admin access to change them.

Company settings

Company Settings holds your legal and trading names, registration and GST numbers, contractor licence and default tax ra
Company Settings holds your legal and trading names, registration and GST numbers, contractor licence and default tax rate. These print on your documents.
Set the claims email subbies send claims to, and the accounts payable email suppliers send invoices to. Purchase orders
Set the claims email subbies send claims to, and the accounts payable email suppliers send invoices to. Purchase orders print it. Upload your logo under Branding, and pick your Security of Payment state so payment schedules use the right legislation.
The Commercial tab sets your company rules. For example, warn when a supplier is non-compliant, or block commitments bef
The Commercial tab sets your company rules. For example, warn when a supplier is non-compliant, or block commitments before the head contract is executed, and how sure KAI must be before it matches an invoice.

Cost codes and cost types

Your cost structure lives in Finance, Financial Model. Budget categories group your cost codes, like Preliminaries, Stru
Your cost structure lives in Finance, Financial Model. Budget categories group your cost codes, like Preliminaries, Structure or Services.
Expand a category to see its codes. Codes can be up to three levels deep, and each shows its cost type, like Subcontract
Expand a category to see its codes. Codes can be up to three levels deep, and each shows its cost type, like Subcontract.
To add one, click New Cost Code. Pick the budget category, and a parent if it sits under another code. Add your own code
To add one, click New Cost Code. Pick the budget category, and a parent if it sits under another code. Add your own code, and a default markup for variations if you want one.
Cost types describe what kind of cost it is. Labour, materials, subcontract, plant, professional services and so on.
Cost types describe what kind of cost it is. Labour, materials, subcontract, plant, professional services and so on.
Matrix view links cost types to cost codes. Tick the boxes, or click a category dot to set a whole group at once.
Matrix view links cost types to cost codes. Tick the boxes, or click a category dot to set a whole group at once.
For bulk changes, use Import and Export. Export the whole model as one Excel workbook, edit it, and import it back. You'
For bulk changes, use Import and Export. Export the whole model as one Excel workbook, edit it, and import it back. You'll see a full preview before anything changes. Nothing is ever deleted. Set a row's status to archived to retire it.

Connect Xero

Connect Xero under Admin, Integrations. Click Configure to link your Xero organisation, then use Advanced Config to map
Connect Xero under Admin, Integrations. Click Configure to link your Xero organisation, then use Advanced Config to map the details. For a project to run through Xero, it needs cost codes, Xero connected, and ideally a Xero tracking category for the project.

Folders and document templates

Folder Templates set up your standard folder structure for project documents, so every project starts the same.
Folder Templates set up your standard folder structure for project documents, so every project starts the same.
Build the folders and subfolders, save, then install the template on each new project.
Build the folders and subfolders, save, then install the template on each new project.
Document Templates control how your purchase orders, subcontracts, claims and other documents look. Upload your own Word
Document Templates control how your purchase orders, subcontracts, claims and other documents look. Upload your own Word template, or Clone and Edit one of ours.
The editor lists every variable you can use, like your company details from Company Settings, and shows a live preview.
The editor lists every variable you can use, like your company details from Company Settings, and shows a live preview. Save, then Publish to use it.

Common questions

Where do I add cost codes?

Admin, Finance, Financial Model. Use New Cost Code for one, or Import and Export for many.

Where do I add cost codes?
Admin, Finance, Financial Model. Use New Cost Code for one, or Import and Export for many.

How do I load our full cost code list?

Export the financial model, add your codes to the workbook, and import it. Every code needs a budget category. Our team can help with the first load.

How do I load our full cost code list?
Export the financial model, add your codes to the workbook, and import it. Every code needs a budget category. Our team can help with the first load.

Can I delete a cost code?

Codes are archived, not deleted, so history stays intact. Export the model, set its status to archived, and import it back.

Can I delete a cost code?
Codes are archived, not deleted, so history stays intact. Export the model, set its status to archived, and import it back.

Our logo isn't on our documents.

Upload it under Company Settings, Branding. Templates pull the logo and company details from there.

Our logo isn't on our documents.
Upload it under Company Settings, Branding. Templates pull the logo and company details from there.

Our purchase orders show the wrong email for invoices.

Set the Accounts Payable Email in Company Settings. Purchase orders print it under Bill To.

Our purchase orders show the wrong email for invoices.
Set the Accounts Payable Email in Company Settings. Purchase orders print it under Bill To.

Our folder structure isn't in the project.

Set it up as a folder template, then install it on the project. The system folders Deep Space creates are locked by design.

Our folder structure isn't in the project.
Set it up as a folder template, then install it on the project. The system folders Deep Space creates are locked by design.

Quick reference

Need a hand? Email help@deepspacegroup.ai

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