Admin Area

Administering Ayora Quote Builder

The admin area is where authorised users maintain the setup data that supports Ayora Quote Builder. Use it to review usage, manage the organisation structure, maintain clients and rates, configure quote taxonomy, and manage quote setup data.

This guide gives an overview of the main admin tabs and the order in which they are commonly maintained. Security-sensitive setup areas, including SSO, API keys, and monitoring logs, are covered in separate setup references.

Before You Start

You need admin access to open the admin area. The tabs and actions you see may depend on your organisation's configuration and your permissions.

Before changing admin data:

• Check that you are working in the correct organisation or practice area context.
• Confirm whether the change affects new quotes only or existing quote data as well.
• Coordinate changes to rates, work types, and workstreams with the relevant pricing or governance owners.
• Save or discard changes before moving away from a page if Ayora Quote Builder warns you about unsaved work.

Admin Tabs at a Glance

Some tabs may only appear when the feature is enabled for your organisation.

Analytics

Use Analytics to review Ayora Quote Builder usage over a selected date range. The analytics view focuses on quotes rather than system configuration.

Key concepts:

• Date range controls which quotes are included in the view.
• Quote status shows the spread of work across draft, pending, won, and lost quotes.
• Practice area helps you compare usage across teams or disciplines.
• Fee values help admins understand the scale of quote activity, not just the number of quotes.
• CSV export gives admins a way to review filtered quote data outside Ayora Quote Builder.

Common admin tasks:

• Review total quote volume.
• Compare quote counts by status.
• Filter quote usage by date range and practice area.
• Review quote data in a table, including client, work type, creator, status, fee value, and created date.
• Export filtered quote data to CSV.

Use Analytics when you need to understand adoption, quote activity, or the spread of draft, pending, won, and lost quotes. If the goal is to investigate a specific quote, open the quote itself rather than relying on the aggregate view.

Watch-outs:

• Analytics depends on quote data quality. Missing clients, work types, or practice areas can make reporting harder to interpret.
• Date range filters can change the story significantly. Check the selected range before sharing figures.
• Exported data should be handled according to your organisation's data policy.

Organisation, Users, and Access

Use Organisation to maintain the structure and access model that Ayora Quote Builder relies on.

Key concepts:

• Groups represent the organisation structure used by Ayora Quote Builder.
• Users are assigned into the organisation structure and may have access to different applications or modules.
• Permission groups control what users can view or change.
• Group currency helps align rate and quote setup to the relevant organisational context.
• Bulk actions support larger changes to users, groups, currencies, applications, and cost rates.

Common admin tasks:

• Add, edit, move, or delete groups.
• Add, import, edit, or delete users.
• Review user application/module access.
• Maintain permission groups.
• Import or update organisation structure in bulk.
• Import cost rates where required.

Changes in this area can affect who can use Ayora Quote Builder and which organisational data is available to them. Treat bulk actions as administrative changes that should be checked before and after completion.

Use individual edits for small corrections. Use bulk actions when the change is systematic and the source data has been reviewed.

Watch-outs:

• Moving groups or changing group types can affect which practice areas, users, and rate contexts are available.
• Module access and permissions are related but not the same thing. A user may have access to an application but still be limited by permissions.
• Bulk imports should be tested or reviewed carefully before being relied on in live setup.

SSO, API keys, and monitoring are part of organisation setup, but they should be documented and reviewed separately because they are security-sensitive.

Related setup references:

• Configuring SSO in Ayora Quote Builder
• Managing API Keys in Ayora Quote Builder
• Reviewing Security Monitoring in Ayora Quote Builder

Clients

Use Clients to maintain client groups. Client groups support client-specific rate configuration and help keep quote setup data organised.

Key concepts:

• Client groups organise clients for quoting and rate configuration.
• Ungrouped clients may need attention before client-specific rates or templates can be maintained consistently.
• Client rate cards depend on client group setup in the Rates area.

Common admin tasks:

• Creating client groups.
• Reviewing clients within a group.
• Updating group names or membership where permitted.
• Preparing client groups before configuring client rate cards.

Use client groups when a set of clients should share rate or template configuration. Keep group names clear enough for pricing users to recognise during rate setup.

Watch-outs:

• Deleting a client group may fail if it still has clients.
• Client rate setup is harder to maintain when client groups are duplicated or named inconsistently.
• If client-specific rates are missing in quote creation or rate management, check the Clients tab first to confirm the relevant client group exists.

Rates

Use Rates to maintain the fee earner rate data used by Ayora Quote Builder.

Key concepts:

Common admin tasks:

• Maintain standard fee earner rates.
• Bulk upload standard rates.
• Create and review client rate cards.
• Add matter-specific rate exceptions.
• Check rate currencies and effective dates.
• Review extracted rate data where AI Rate Extraction is enabled.

Rates influence quote pricing, profitability, and billing realisation. Review rate changes carefully before users rely on them for new quotes.

Decision guidance:

• Start with Standard Rates for the default rate set.
• Use Client Rates for agreed client-specific commercial arrangements.
• Use Matter-Specific Rates for exceptions that should not become standard or client-wide.
• Use AI Rate Extraction only where the workflow is enabled and the extracted output has been reviewed.

Watch-outs:

• Confirm the correct practice area or group before changing rates.
• Check currency and effective date values.
• Avoid using matter-specific rates for changes that should apply across a whole client or practice area.
• If rates are missing in a quote, check the selected client, practice area, currency, and effective date context.

Disbursements

Use Disbursements to maintain non-professional-fee costs that can be included alongside quote fees.

Key concepts:

• Disbursement options are reusable non-professional-fee items that can be added to quotes.
• Soft disbursements apply configurable percentage-based disbursement assumptions by work type.
• Work type-specific configuration controls which disbursement setup applies to which kind of quote.

Common admin tasks:

• Review available disbursement options.
• Configure soft disbursement policies.
• Set or update the work type linked to a soft disbursement policy.
• Edit or delete disbursement configuration that is no longer valid.

Disbursement setup affects what users can add or select on the Disbursements tab inside a quote.

Decision guidance:

• Use disbursement options for named, selectable costs.
• Use soft disbursement settings where the disbursement should be derived from the professional fees for a work type.

Watch-outs:

• Disbursement assumptions can affect the total client-facing quote, even though they are not professional fees.
• Work type-specific disbursement setup should be reviewed when new work types are added.

Work Types and Characteristics

Use Work Types to maintain the taxonomy used during quote creation and precedent matching.

Key concepts:

• Work types describe the kind of matter being quoted.
• Work type models group or structure work types where the model feature is enabled.
• Characteristics are structured matter fields such as type, complexity, side, sector, or other configured values.
• JSON views and uploads support implementation and bulk setup work.

Work types and characteristics shape the structured information users provide when creating a quote. Keep labels clear and consistent so users can select the right values without needing internal knowledge.

Common admin tasks:

• Add or bulk upload work types.
• Assign work types to models where models are used.
• Add, upload, review, or delete characteristics.
• Review JSON representations for setup or migration work.

Decision guidance:

• Use a new work type when users need a distinct quoting path or precedent category.
• Use characteristics when the same work type needs structured details for setup, comparison, or search.
• Use work type models when the taxonomy needs an additional grouping layer.

Watch-outs:

• Changing labels can affect user recognition and reporting consistency.
• Removing work types or characteristics can affect quote creation and precedent matching.
• Characteristics should be specific enough to help users, but not so granular that quote creation becomes slow.

Workstreams

Use Workstreams to maintain reusable scope structures used in quote build-up.

Key concepts:

• Workstreams group scope items or pricing items into reusable phases of work.
• Practice area filtering controls which workstreams are visible for a selected practice area.
• Conditions can control when workstreams apply.
• GenAI override rules can adjust GenAI impact assumptions used in quote calculations where configured. Each rule can include fee earner reductions that adjust resource assumptions for the affected workstreams.

Workstream changes can affect the professional fee structure users see when building or adjusting a quote.

Common admin tasks:

• Add, edit, or delete workstreams.
• Filter workstreams by practice area.
• Upload workstreams in bulk.
• Review JSON representations for setup or migration work.
• Maintain GenAI override rules, including their fee earner reductions.

Decision guidance:

• Create a workstream when the same phase or package of work should be reused across quotes.
• Use practice area-specific workstreams when the scope structure differs meaningfully between teams.
• Use rules only when the adjustment is repeatable and understood by pricing owners.

Watch-outs:

• Workstream changes can alter the scope structure users expect during quote build-up.
• Generic and practice area-specific workstreams should be reviewed together to avoid duplicate or conflicting options.
• Rule changes should be checked against sample quotes before broad use.

Fee Menus

Use Fee Menus to build structured fee menu forms for quote creation.

Key concepts:

• Fee menu forms are reusable guided forms for quote creation.
• Client configuration links a menu to a client group and work type.
• Features describe selectable elements that can influence the form.
• Components are the fields or pricing controls users complete in the form.
• Visibility and publishing control whether a menu is available for use.

Use fee menus when users need a guided form-based way to choose scope, features, quantities, or fee options during quote creation.

Common admin tasks:

• Create or edit a fee menu form.
• Configure the client group and work type.
• Add or link features.
• Add components such as checkboxes, fixed items, selectable fees, unit counts, direct fee entry, overall discounts, or tiered feature components.
• Preview, publish, hide, or duplicate a form.

Decision guidance:

• Use fee menus when quote creation needs a controlled intake form rather than free-form scope building.
• Use components to capture the choices or quantities that should drive the fee output.
• Duplicate a form when a new menu is mostly similar to an existing one.

Watch-outs:

• A fee menu should have a clear owner because small form changes can affect how users price work.
• Forms should be tested from the user-facing quote creation flow before publication.
• Too many components can make the menu harder to complete.

Fixed Fee Scope Items

Use Fixed Fee Scope Items to maintain reusable scope items and options for fixed-fee quoting.

Key concepts:

• Fixed fee pricing items are reusable scope items that can be selected or applied in fixed-fee quoting.
• Fee options define the available fee outcomes for a scope item.
• Conditions control when fee options should be available or relevant.
• Fee earner settings describe the resourcing assumptions attached to the item.

Use this area when fixed-fee quote creation needs reusable scope items with controlled fee options.

Common admin tasks:

• Create or edit fixed fee scope items.
• Maintain fee options for a scope item.
• Create or edit conditions.
• Link conditions to fee options.
• Review whether a condition is used before deleting it.

Decision guidance:

• Use fixed fee scope items for repeatable scope where the available options should be controlled.
• Use conditions when the right fee option depends on user selections or configured criteria.
• Keep fee options focused on choices users can recognise and defend commercially.

Watch-outs:

• Deleting a condition can be blocked when it is linked to fee options.
• Scope item and condition labels should be written for users, not just implementation teams.
• Fixed-fee assumptions should be reviewed when work types or workstreams change.

Quote Upload

Use Quote Upload to upload quote data and check whether the uploaded data can be used by Ayora Quote Builder.

Key concepts:

• Source quote data is the uploaded file or dataset being prepared for Ayora Quote Builder.
• Validation errors identify data that cannot be matched or processed safely.
• Practice areas, work types, work type models, characteristics, workstreams, and fee earners are required reference data for processing uploaded quotes.
• Setup wizard steps help prepare or reconcile taxonomy data during setup.

When upload validation errors appear, resolve the source data before relying on the uploaded quote data in production workflows.

Common admin tasks:

• Check that required setup data is available.
• Upload quote data.
• Review validation errors.
• Download validation error details where needed.
• Use setup wizard steps to resolve missing or mismatched taxonomy data.

Decision guidance:

• Use Quote Upload during implementation, migration, or data refresh work.
• Resolve validation errors at the source where possible, rather than repeatedly correcting the same issue after upload.
• Revisit Work Types, Workstreams, Characteristics, Rates, or Organisation setup when validation errors point to missing reference data.

Watch-outs:

• Upload success depends on the surrounding setup data being present and consistent.
• Validation errors can include practice area, work type, workstream, characteristic, and fee earner issues.
• Uploaded data should be reviewed before users rely on it as precedent or setup material.

Settings

Use Settings for high-impact administrative actions that do not belong to a more specific tab. The current settings area is focused on deleting uploaded data.

Key concepts:

• Uploaded data means data uploaded into the system, not quotes created directly by users.
• Delete all uploaded data is irreversible.
• Support coordination is expected before this action is used.

Common admin tasks:

• Review whether uploaded data should be removed.
• Delete uploaded data after the impact has been agreed.

Decision guidance:

• Use this action only when uploaded data needs to be removed from the system.
• Do not use this action to clean up user-created quotes.
• Coordinate with Ayora support before proceeding.

Watch-outs:

• The delete action is permanent.
• The action does not affect quotes created by users, but it can affect uploaded data used for setup or reference.
• Access to Settings may be restricted because the action is destructive.

Recommended Admin Setup Order

For a new or heavily refreshed Ayora Quote Builder configuration, use this order:

1. Set up organisation groups and users.
2. Confirm module access and permission groups.
3. Create or review client groups.
4. Configure standard rates.
5. Add client rates or matter-specific rates where needed.
6. Set up work types, work type models, and characteristics.
7. Configure workstreams and related rules.
8. Add disbursement and fixed-fee scope item configuration.
9. Configure fee menus where guided quote creation is required.
10. Upload quote data and resolve validation issues.
11. Review Analytics after users begin creating quotes.

Troubleshooting