Getting Started with Consultia

Welcome to Consultia! This comprehensive guide will help you get started with managing your consulting business effectively and efficiently.

Overview

Consultia is a powerful, cloud-based business management system specifically designed for consulting companies. It provides an integrated platform to manage all aspects of your consulting business, from customer relationships to project delivery and financial management.

What is Consultia?

Consultia is a comprehensive business management platform that helps consulting companies:

• Streamline Operations: Automate routine tasks and workflows
• Manage Relationships: Build and maintain strong customer relationships
• Track Projects: Monitor project progress and deliverables
• Handle Finances: Manage invoicing, payments, and financial reporting
• Intelligent Automation: Automatic status propagation across your business hierarchy
• Store Documents: Secure document management with cloud storage
• Generate Insights: Access powerful analytics and reporting tools

Key Benefits

For Consulting Companies:

• Increased Efficiency: Reduce administrative overhead and focus on client work
• Better Client Management: Centralized client information and communication
• Improved Cash Flow: Streamlined invoicing and payment tracking
• Enhanced Collaboration: Team collaboration on projects and client work
• Data-Driven Decisions: Comprehensive reporting and analytics

For Your Team:

• Easy to Use: Intuitive interface designed for consulting professionals
• Mobile Access: Work from anywhere with responsive design
• Real-Time Updates: Instant synchronization across all devices
• Intelligent Automation: Automatic status updates reduce manual work
• Secure Data: Enterprise-grade security and data protection
• Scalable Solution: Grows with your business

Navigation Guide

Main Navigation Structure

The Consultia interface is organized into logical sections accessible through the main navigation sidebar:

Screenshot: Main navigation sidebar showing all primary sections

Navigation Sections

1. Dashboard

• Purpose: Overview of your business performance and recent activity
• Key Features: Metrics cards, calendar view, favorite customers, latest changes
• Access: Always visible as the first item in navigation

2. Customer Management

• Purpose: Manage all customer relationships and information
• Key Features: Customer list, contact management, customer details, relationships
• Access: Click "Customers" in the main navigation

3. Invoice Management

• Purpose: Create, track, and manage all invoices and billing
• Key Features: Invoice creation, status tracking, payment integration
• Access: Click "Invoices" in the main navigation

4. Payment Management

• Purpose: Track payments, manage payment methods, and handle reconciliation
• Key Features: Payment recording, bank integration, payment history
• Access: Click "Payments" in the main navigation

5. Document Management

• Purpose: Store, organize, and share business documents securely
• Key Features: Document upload, S3 integration, file organization
• Access: Click "Documents" in the main navigation

6. Active Purchase Orders

• Purpose: Track and manage active purchase orders with enhanced features
• Key Features: Expand/collapse functionality, customer statistics, filtering, intelligent status propagation
• Access: Click "Active Purchase Orders" in the main navigation

6.5. Status Propagation System

• Purpose: Automatically manage entity status updates across your business hierarchy
• Key Features: Automatic status propagation, audit trails, intelligent validation
• Access: Integrated throughout the system - automatically works when you update payment statuses

7. Resource Management

• Purpose: Manage consulting team and resource allocation
• Key Features: Resource allocation matrix, worksheets, global search
• Access: Click "Resources" in the main navigation

8. Product Management

• Purpose: Manage your product catalog and pricing strategies
• Key Features: Product catalog, pricing management, inventory tracking
• Access: Click "Products" in the main navigation

9. Satisfaction Management (Beta)

• Purpose: Track customer satisfaction with comprehensive analytics
• Key Features: Satisfaction surveys, analytics, predictive insights
• Access: Enable in My Account > Beta Features, then access via sidebar

10. User Management

• Purpose: Manage user accounts, roles, and permissions (Admin only)
• Key Features: User accounts, role management, access control
• Access: Click "Users" in the main navigation

11. Model Context Protocol (MCP) Integration

• Purpose: AI-powered insights and automation through Claude Desktop integration
• Key Features: API key management, data queries, business intelligence, automated workflows
• Access: Navigate to Integrations > MCP Settings
• Documentation: MCP Overview - Complete MCP integration guide

12. System Settings

• Purpose: Configure system behavior and preferences (Admin only)
• Key Features: Security settings, integrations, appearance customization
• Access: Click "Settings" in the main navigation (Admin only)

13. Accessibility Features

• Purpose: Enhanced accessibility and dark mode support for all users
• Key Features: Dark mode, keyboard navigation, screen reader support, high contrast
• Access: Available throughout the system - see Dark Mode Accessibility and Accessibility Best Practices

Navigation Tips

Quick Navigation:

• Keyboard Shortcuts: Use keyboard shortcuts for faster navigation
• Breadcrumbs: Use breadcrumb navigation to understand your current location
• Search: Use global search to quickly find customers, invoices, documents, resources, or any entity
• Favorites: Mark frequently accessed items as favorites for quick access

Mobile Navigation:

• Hamburger Menu: Tap the hamburger menu to access navigation on mobile
• Swipe Gestures: Use swipe gestures for navigation on touch devices
• Responsive Design: Interface automatically adapts to screen size

Quick Start Guide

Step 1: Dashboard Overview

Your dashboard provides a comprehensive view of your business at a glance:

Screenshot: Main dashboard showing key metrics and recent activity

Dashboard Components:

• Metrics Cards: Key performance indicators and financial metrics
• Calendar View: Upcoming events, deadlines, and appointments
• Favorite Customers: Quick access to your most important clients
• Latest Changes: Recent activity and updates across the system
• Quick Actions: Common tasks and shortcuts

Step 2: Add Your First Customer

Start by adding your first customer to the system:

Screenshot: Customer creation form with all required fields

Required Information:

• Company Name: Customer's company or organization name
• Contact Person: Primary contact name and information
• Email Address: Primary contact email
• Phone Number: Contact phone number
• Address: Business address information

Optional Information:

• Website: Company website URL
• Industry: Customer's industry or sector
• Notes: Additional notes or information
• Tags: Custom tags for organization

Step 3: Create Your First Project

Set up your first consulting project:

Screenshot: Project creation form with project details

Project Setup:

• Project Name: Descriptive project name
• Customer: Select the customer for this project
• Description: Detailed project description
• Start Date: Project start date
• End Date: Expected project completion date
• Budget: Project budget or estimated cost

Step 4: Generate Your First Invoice

Create and send your first invoice:

Screenshot: Invoice creation form with line items

Invoice Creation:

• Customer Selection: Choose the customer for the invoice
• Invoice Items: Add products, services, or time entries
• Payment Terms: Set payment terms and due date
• Notes: Add any additional notes or instructions
• Send Invoice: Email the invoice to your customer

Video Tutorials

Complete Getting Started Walkthrough

Video: Complete walkthrough of setting up your account, adding customers, and creating your first project

Dashboard Tour

Video: Detailed tour of the dashboard features and functionality

Navigation Guide

Video: Complete navigation guide showing all sections and features

Best Practices

Getting Started Best Practices

1. Data Setup:

• Start Small: Begin with a few key customers and projects
• Complete Profiles: Fill in all available customer information
• Use Tags: Implement a consistent tagging system
• Regular Updates: Keep customer information current

2. Workflow Setup:

• Standardize Processes: Create consistent workflows for common tasks
• Use Templates: Set up templates for invoices, proposals, and documents
• Automate Tasks: Configure automatic reminders and notifications
• Train Your Team: Ensure all team members understand the system

3. System Configuration:

• Customize Settings: Configure system settings to match your business needs
• Set Up Integrations: Connect with your existing tools and services
• Configure Notifications: Set up email and in-app notifications
• Backup Data: Ensure regular data backups are configured

Common Questions

Q: How do I import existing customer data?
A: You can import customer data using CSV files. Go to Settings > Data Import to get started.

Q: Can I customize the dashboard?
A: Yes, you can customize dashboard widgets and layout in Settings > Dashboard Configuration.

Q: How do I set up user permissions?
A: User permissions are managed in User Management. Only administrators can modify user roles and permissions.

Q: Is my data secure?
A: Yes, Consultia uses enterprise-grade security with encryption and regular backups.

Q: Can I access the system on mobile?
A: Yes, the system is fully responsive and works on all devices including smartphones and tablets.

Next Steps

1. Explore the Dashboard: Familiarize yourself with the dashboard features
2. Add Your Customers: Import or manually add your customer database
3. Set Up Projects: Create projects for your current and upcoming work
4. Configure Settings: Customize the system to match your business needs
5. Train Your Team: Ensure all team members understand how to use the system
6. Explore Advanced Features: Learn about advanced features like reporting and integrations

Need Help?

If you need assistance getting started:

• Check the Manual: Browse through the comprehensive manual sections
• Troubleshooting: Visit the Troubleshooting section
• Support Team: Contact our support team for personalized assistance
• Video Tutorials: Watch our video tutorials for step-by-step guidance

Recent Updates

Version 1.0.856 (Latest)

New Features:

• ✅ Resource Management Consolidation: Merged resource rates into main resources page
• ✅ Integrated Rate Display: Current Rate, MD Rate, and Rate Status columns in main table
• ✅ Rate Normalization: All rates automatically converted to manday equivalents
• ✅ Rate Charts: Box plot charts showing rate distribution over time
• ✅ Simplified Navigation: Removed separate resource-rates page
• ✅ Enhanced Rate Analytics: Monthly, quarterly, and yearly rate analysis

Dark Mode Improvements:

• ✅ Enhanced Text Readability: All text now properly readable in dark mode
• ✅ Consistent Color Palette: Standardized dark mode colors across components
• ✅ Accessibility Compliance: WCAG 2.1 AA standards for all text
• ✅ Professional Appearance: Enhanced visual hierarchy in dark mode
• ✅ Better Contrast Ratios: Improved accessibility for all users

UI Improvements:

• ✅ Better responsive design across all pages
• ✅ Enhanced customer statistics and analytics
• ✅ Improved navigation and user experience
• ✅ Better mobile compatibility
• ✅ Comprehensive accessibility improvements

Version 1.0.553 (Previous)

New Features:

• ✅ Active Purchase Orders: Enhanced management with expand/collapse functionality
• ✅ Satisfaction Management: Beta feature for customer satisfaction tracking
• ✅ Resource Management: Enhanced with global search integration
• ✅ Acceptance Protocols: Renamed from Timesheets with improved workflow
• ✅ Beta Features: Toggle system for experimental features
• ✅ Global Search: Enhanced to include Resources and other entities

UI Improvements:

• ✅ Better responsive design across all pages
• ✅ Enhanced customer statistics and analytics
• ✅ Improved navigation and user experience
• ✅ Better mobile compatibility

---

Last updated: January 8, 2025

Navigation:

• Previous Page: System Settings
• Next Page: Dashboard Overview