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200 features built for real shops

Everything you need.
Nothing you don't.

GlyphFex was built by a mechanical engineer who spent years managing jobs with spreadsheets at a manufacturing company. He built the tool he wished existed — simple enough to set up in 2 minutes, powerful enough to track hundreds of jobs, and designed by someone who actually understands the quote-to-shipment workflow. Software that works the way a shop actually runs.

Smart Quoting Pipeline Dashboard Analytics Gantt Shop Floor Entries Tags Multi-User Compliance Export Materials Configuration My Jobs Workstation Workers Performance Data Feed Webhooks

1Smart Quoting & Auto-Pricing

Quoting backed by your own data, not your gut. Tag a job; in 300ms GlyphFex finds your most-similar past jobs by tag, quantity, recency, and same-customer boost — and surfaces median hours, suggested labor rate, and material costs. (The chip reports the total match count; the comparables popover lets you inspect the top 7 in detail.) Then closes the loop with Win Rate by Tag and Lost Reason capture so you learn from every quote. No competitor under $500/mo has this stack.

  • Past-job comparables engine — finds the most-similar past jobs by tag overlap, quantity closeness, recency (recent jobs count more — 6 months ago ≈ 37% weight, 1 year ago ≈ 13%), and a 2× boost for the same customer. Gives you the typical hours plus a realistic low/high range. (For IT teams: k-NN with Jaccard similarity, exponential decay τ=180d, weighted median + P25/P75.)
  • Ambient suggestion chip — "Similar jobs: ~38-42 hrs · ~$3,200 · based on 7 matches" appears below Key Fields the moment you've picked enough tags
  • Ghost text in the Est. Hours field — the median sits in the field as placeholder. Type to override; click Accept on the chip to take it
  • Comparables popover — tap the chip to see the top 7 matched past jobs with match %, actual hours, and tag chips. Verify the suggestion before you trust it
  • Honesty Band — chip wording adapts to data thinness. Four bands by match count: hidden under 5, "Best guess (low data)" 5–9, neutral 10–19, "(high confidence)" 20+. Example low-data wording: "Best guess (low data): ~38-42 hrs · only 6 matches — adjust as you learn". Zillow pattern — we never hide thinness, never prescribe
  • Deviation warning — if you type a number 30%+ below history, an InfoBar surfaces the comparables. Stops "I'll just put 8 hours" mistakes
  • Tag-driven auto-pricing — mark categories as pricing categories and assign per-tag $/hr rates and per-tag material costs. Selecting tags auto-fills labor rate and material suggestions on the form. Closes the "Excel-on-the-side" gap
  • MAX rule for labor rate — when multiple tags carry rates, the highest one wins. Three-level fallback: tag-specific → category default → shop labor rate
  • Material library per tag — each tag can carry a cost-per-unit, unit name (sqft, lbs, ea), and optional markup %. Auto-Fill formula: hours × rate + Σ(material × (1 + markup))
  • Reactive ghost text — type a custom labor rate or estimated value and the suggestions update live. The field stops being a guess and starts being a calculator
  • Win/Loss tracking — Quote Outcome built-in field (Pending / Won / Lost / Expired) with one-click "Mark as Lost" and quick-close for Lost / Withdrawn quotes
  • Lost Reason capture — when you mark a quote Lost, GlyphFex prompts for the reason: Too expensive, Lost to competitor, Too slow / lead time, Customer cancelled, Specs changed, No response, Other. Standard B2B win/loss taxonomy. Research finding: 30-50% of quotes attributed to "lost on price" are actually lost to slow turnaround or capability mismatch — meaning if you blindly drop your price you sell margin away without winning more work
  • Win Rate by Tag analytics — per-tag won/lost dot bar with median won/lost prices and the top lost reason. Filtered to tags with at least 3 won or 3 lost samples. Shows where you're competitive and where you're not. eBay/Zillow non-prescriptive UX — the data is shown; the decision stays with you
  • Re-quote shortcut — one-click on a completed quote pre-fills a new entry with revision increment and source-quote link
  • Auto-advance won quotes — mark a quote Won and GlyphFex prompts to convert it to an order, copying customer, line items, materials, and tags
  • Customer Quote PDF — professional quote document with line items, terms, and validity date generated from entry data. Email Quote opens your mail client with the PDF attached
  • Markup Calculator — cost / margin / markup tool integrated into quote line items. No more "what's a 35% markup on $1,200?" mental math
  • Works after your 5th completed job — the engine needs a small amount of history to seed. New shops see useful suggestions in week 1; mature shops get tight ranges from day one
  • Settings toggle — Smart Quoting can be turned off per project from the Time Multipliers tab in Workflow Stages

Read the full Smart Quoting guide →

Screenshot: Smart Quoting chip with Honesty Band wording

Capture: Entry form with tags selected, chip below Key Fields showing comparables count + median range

Screenshot: Win Rate by Tag analytics card

Capture: Analytics page > Sales & Quoting section > Win Rate by Tag chart with won/lost dot bars per tag

2Pipeline & Workflow Tracking

Define your workflow with custom stages that match exactly how your shop operates. From quote to completion, every job moves through a pipeline you control.

  • Custom pipeline stages — Quote, Design, Production, QC, Ship... or whatever fits your business
  • Multiple named pipelines — different workflows for different job types (e.g., "New Build" vs "Repair")
  • SLA target days per stage — set expected durations with business day calculations
  • Stage transition history — full timestamp log of every move through the pipeline
  • Stale entry detection — auto-flag jobs sitting too long in any stage
  • Quote validity tracking — auto-set quote expiry dates when entering quoting stages
  • Holiday calendar — 12 regional templates for accurate business day calculations

Screenshot: Pipeline editor with stages and SLA days

Capture: Tools > Edit Pipeline > show 5+ stages with target days filled in

Screenshot: Entry page with status + stage transitions timeline

Capture: Open an entry, click the status area to show stage history

3Dashboard & Real-Time Visibility

Four ways to see your jobs. Card view for visual scanning, table view for sorting and bulk actions, timeline view for chronological tracking, and board view for drag-and-drop Kanban. Smart filters let you find any job instantly.

  • 4 view modes — Card, Table, Timeline, and Board (Kanban drag-and-drop)
  • Smart filters — status, due date, tags, modified date, and search. Includes "Modified Today" and "Modified This Week" to see recent team activity
  • Saved filter presets — color-coded shortcuts for your most-used views
  • Filter persistence — your filters stay active when you navigate away and come back
  • "My Work" toggle — instantly filter to only entries assigned to you
  • Pagination — 25, 50, 100, or 250 entries per page (SQL-first performance)
  • KPI sidebar — collapsible right panel with actionable KPIs: Needs Attention, Due This Week, On-Time Rate, and Active Value. Replaces horizontal card scroll for a cleaner layout. Re-show anytime with the "Show KPIs" button
  • Pipeline bar — stacked visualization showing entry distribution across stages
  • Bulk actions — change status, delete, or archive multiple entries at once
  • Recycle bin & archive — recover deleted entries, show/hide archived entries

Screenshot: Dashboard in card view with filter chips and pipeline bar

Capture: Dashboard page, apply some filters so chips are visible

Screenshot: Dashboard in table view with columns visible

Capture: Switch to Table view, show several columns of data

Video: Dashboard walkthrough

Record: Open dashboard → switch Card/Table/Timeline views → apply filters → bulk actions (2-3 min)

4Analytics & KPI Tracking

Know exactly where your shop stands. 5 sections, 14 KPI cards, 14 chart types, plain-English insights, and a Win-Rate-by-Tag chart no shop tool under $500/mo offers. All without walking the floor.

  • 5-section pill nav — Production, Quality, Financial, Sales & Quoting, Workload. Each section opens with a hero KPI and a question-based subtitle ("Are we shipping on time?" not jargon)
  • Executive Summary banner — 4-6 plain-English fact lines plus an auto-generated headline insight ranking your top story (bottleneck → margin leak → pricing accuracy → quality spike → customer concentration)
  • 14 KPI cards — total entries, At-Risk Jobs, SLA compliance, overdue rate, on-time delivery, estimated value, margin, profit, NCR rate, callback rate, rework rate, top customer, and more. Hover any card for "what / why / healthy benchmark" sourced from ASQ, AME, Sandler, and Gartner
  • Win Rate by Tag — per-tag won/lost dot bar with median won/lost prices and the top reason quotes were lost. No competitor under $500/mo offers this. The data is shown; the decision stays with you (no "drop your price" coaching)
  • Quote Accuracy section — per-tag and per-customer overrun slices showing where your estimates systematically miss. Top shops hit 70% accuracy; average shops hit 51%. Now you know which side you're on, and which tags are dragging you down
  • Pricing Accuracy KPIs — the GM-dashboard reassurance: % of completed jobs within ±10% of quote, hours-overrun in dollars, and a ranked list of the 10 jobs that bled the most margin this period
  • Customer Profitability ranking — sorted table showing margin % per customer. Spot the price-haggling customers vs the ones who actually pay
  • Streak counters — on-time-weeks streak, days-since-last-overdue, days-since-last-NCR. Duolingo + factory safety-board pattern. Wins feel like wins
  • Capacity Rhythm Heatmap — GitHub-contributions-style 90-day grid showing daily completions. Auto-detects your busy/quiet weekday pattern
  • Customer Loyalty highlights — longest-tenured + most-active-this-year customers in side-by-side cards. The Spotify Wrapped of your shop
  • Rework + Callback rate — rate cards plus per-stage breakdown plus root-cause distribution. Drives ISO 9001 corrective action
  • SLA compliance by stage — track on-time vs at-risk vs overdue per stage with business-day awareness
  • Stage Bottlenecks — avg days per stage vs target, with the worst-performing stages flagged for the weekly production meeting
  • Top Tags by Category — horizontal bar chart with All/Orders Only/Quotes Only filter
  • Workload Distribution — see how work is distributed across team members at a glance
  • Click-to-drilldown — click a Status, Stage, or Customer bar in any chart to navigate to the Dashboard with that filter pre-applied
  • Multi-section PDF export — one click generates a board-ready report for management review
  • Custom date ranges — last 7/30/90 days, all time, or pick your own start and end dates
  • Auto-refresh — 30-second refresh in SQL Server team mode
  • Visual calm — KPI values stay neutral; color is reserved for status (Apple Health pattern). On-screen color count cut from 9+ to ~3

Screenshot: Analytics page with KPI cards and chart

Capture: Analytics page, show the KPI cards row with a chart below

Screenshot: SLA compliance or bottleneck analysis chart

Capture: Analytics page, scroll to SLA compliance section

5Calendar & Gantt Chart

See all your jobs on a visual timeline. Color-coded bars show which stage each job is in. Zoom from day to month level for capacity planning.

  • Day / Week / Month zoom — 80px, 16px, or 4px per day
  • Color-coded stage bars — each pipeline stage gets its own color with legend
  • Smart Show Completed — Active Only, Active + Recent 30 days, or All Entries
  • Date range filter — focus on a specific time window with From/To pickers
  • Group by — collapse entries by Stage, Customer, or Pipeline
  • Capacity load bar — heat strip showing concurrent jobs per day (green/yellow/red)
  • Scroll indicator — minimap strip showing your viewport position + today marker
  • Row density toggle — compact (24px) or normal (36px) row height
  • Resizable entry column — drag the splitter to resize the entry label area
  • Historical & projected stages — solid colored bars show completed stages by pipeline color; dashed/outlined bars project future stages with SLA-proportional widths based on per-stage target days
  • Stale entry indicators — visual warnings for jobs sitting too long

Screenshot: Gantt chart in Week view with colored stage bars

Capture: Calendar page, Week zoom level, show several entries with stage bars

Screenshot: Gantt grouped by customer with collapsed rows

Capture: Calendar page > Group By > Customer, collapse some groups

6Shop Floor & Kiosk Mode

Touch-optimized for production workers. Large buttons, live clock, one-tap actions. Plus a TV Display Board for Andon-style shop-wide visibility.

  • Large touch targets — 44px minimum button heights for gloved hands
  • Live clock — real-time display with culture-aware formatting
  • One-tap actions — advance to next stage, add a quick note, view entry details
  • Time tracking — clock in/out per entry with optional notes
  • Multi-pipeline grouping — see all pipelines in one view with grouped headers
  • TV Display Board — 3 auto-rotating views: Kanban columns, KPI dashboard, and alerts
  • Kanban board — columns per stage with 20-card cap, auto-rotates every 15 seconds
  • Dark theme — optimized contrast for wall-mounted TVs
  • "My Jobs" filter — operators can toggle to see only their assigned work with a count badge
  • Kiosk mode — lock Editor users to Shop Floor and Display Board only, with restricted menus and keyboard shortcuts
  • 8-second undo — floating undo panel for accidental stage advances

Screenshot: Shop Floor page with large cards and clock buttons

Capture: Shop Floor page showing job cards + Clock In/Clock Out buttons

Screenshot: Display Board TV view (Kanban columns)

Capture: Display Board page showing Kanban view with stage columns

7Entry Management & Forms

15 built-in fields designed for trade shops, 5 custom field types, entry templates, and a floating detail window. Every entry is fully customizable.

  • 15 built-in fields — customer name, PO number, due date, quantity, materials, part number, revision, quote line items, quality notes, NCR, quote outcome (win/loss tracking), and more
  • 5 custom field types — text, large text, dropdown, date picker, number
  • Required fields — enforce critical data collection on save
  • Entry templates — pre-fill ref# prefix, comments, tags, status, custom defaults
  • Template-pipeline association — each template can be tied to a specific pipeline
  • Auto-increment ref# — with custom validation patterns and regex support
  • Undo / Redo — full snapshot-based history for form changes
  • Attachments — drawings, POs, photos (50MB limit, blocked dangerous extensions)
  • Entry linking — Related, Parent/Child, Supersedes relationships
  • Auto Descriptions — auto-generated descriptions from tag abbreviation codes, visible on cards, detail window, and PDF (formerly called "Smart Description")
  • Collapsible FastTab sections — Entry Detail Window with Dynamics 365-style Expander sections and promoted field summaries
  • Task assignment — assign entries to team members with an "Assign to Me" button, auto-populated user list in team mode
  • Full quoting workflow — Customer Quote PDF generation, markup calculator, win/loss tracking, email quote, and one-click Convert Quote to Order (auto-links parent/child, closes source quote)
  • Save As — Ctrl+Shift+S to save a copy of your project file to a new location
  • QR code travelers — print job travelers with QR codes for barcode scanner lookup
  • Crash recovery for unsaved work — auto-saves a draft of your in-progress entry every few seconds. If the app crashes, your power dies, or Windows force-restarts mid-typing, a "You have an unfinished new entry" banner appears on next open with Continue / Throw away buttons. Drafts follow project file renames (Project ID keying, not file path)
  • Multi-draft recovery — if you accumulate several unsaved entries during a busy day, the banner shows the total count ("You have 3 unfinished new entries") with Continue most recent + Throw away all options. Remaining drafts re-surface on next project open

Screenshot: Entry page with built-in fields visible

Capture: Open any entry in edit mode, show customer, PO, due date fields

Screenshot: Entry detail floating window

Capture: Right-click an entry > Open Detail Window (shows all sections)

8Tags & Organization

Flexible category-based tagging with Show/Hide Rules. Organize entries your way with button grids, dropdowns, or multi-select tags.

  • Custom categories — create unlimited tag categories (Job Type, Material, Priority, etc.)
  • Display modes — button grid, dropdown (single or multi-select)
  • Show/Hide Rules — 5 rule types: Hide, Show, Disable, Enable, Require — triggered by tag selections (formerly called "Conditional Rules")
  • Real-time search — filter tags and categories on the fly
  • Tag abbreviation codes — inline codes per tag for Auto Description generation
  • Color-coded — custom colors for each tag category

Screenshot: Tag selection panel with categories

Capture: Entry page, show the tag section with button grid categories

9Multi-User & Roles

Start solo, scale to your whole team. SQL Server Express (free) for shared access with role-based permissions and Windows Authentication.

  • Windows Authentication — no extra passwords, uses your existing Windows login (NTLM/SSPI)
  • 3 roles — Admin (full control), Editor (create/edit), Viewer (read-only)
  • Free viewers — unlimited Viewer seats at no cost
  • Optimistic concurrency — conflict detection when two users edit the same entry
  • Admin requests — Editors can request configuration changes; Admins approve or reject
  • Pipeline visibility — restrict which pipelines each role can see
  • Migration wizard — 3-step guided SQLite → SQL Server migration
Admin
Full Control $99/mo ($999/yr)
→
Editor
Create & Edit $24/mo/seat ($249/yr)
→
Viewer
Read Only FREE

Screenshot: User management dialog with roles

Capture: Tools > Manage Users (requires SQL Server mode)

10Compliance & Audit Trail

Every change logged with timestamp, user, and field-level diffs. ISO 9001 / AS9100 ready. Never wonder "who changed what?" again.

  • Full audit trail — every change logged with who, when, what changed, and previous values
  • Change reason capture — ISO compliance mode enforces minimum 10-character reasons
  • Field-level diffs — see exactly which fields changed on every edit
  • Soft delete — entries go to recycle bin, not permanently destroyed
  • Archive system — move completed jobs to archive, restore when needed
  • Paginated audit viewer — browse history 50 records at a time
  • Export audit history — PDF or CSV for compliance documentation
  • Machine name tracking — every change records which computer made it

Screenshot: Audit trail viewer with change history

Capture: Open an entry > View Audit Trail showing field changes

Screenshot: Change reason dialog (ISO compliance mode)

Capture: Enable ISO compliance mode, save an entry to trigger reason dialog

11Reporting & Export

Your data is never locked in. Export to PDF, Excel, CSV (QuickBooks compatible), and print job travelers with QR codes for barcode scanners.

  • PDF entry detail — formatted report with all fields, attachments list, linked entries, part history
  • PDF dashboard report — KPIs, charts, and summaries for management
  • Job traveler PDF — printable shop floor document with QR code for barcode scanner lookup
  • Excel export — .xlsx with blue headers, auto-fit columns, frozen rows, auto-filter
  • Live Excel workbook — multi-sheet workbook (Summary, Active Jobs, All Entries, Time Entries, Customer Summary) regenerated on demand. Your pivots, charts, and formulas keep working — ideal for shops transitioning off Excel without giving it up
  • CSV export — respects active filters, includes formula injection defense
  • QuickBooks CSV — invoice import format for accounting
  • Project ZIP export — entries + audit trail + categories in one archive
  • CSV import wizard — 3-step import with column mapping and duplicate handling
  • Download Template CSV — generate a blank CSV with the correct column headers for your project, making data import easy and error-free
  • Built-in PDF guides — Getting Started (23 pages), Process Guide (8 pages), Feature Overview (11 pages)

Read the full Live Excel guide →

Screenshot: PDF export preview

Capture: Export an entry or dashboard to PDF, show the generated document

Screenshot: Job Traveler PDF with QR code

Capture: Entry > Print Job Traveler, show the PDF with QR code

12Customer & Materials Management

Auto-populated customer directory, material requirements per entry, inventory tracking with reorder points, and non-conformance (NCR) reporting.

  • Auto-populate customers — saving an entry with a customer name auto-creates a customer record
  • Customer management — full CRUD dialog for customer directory
  • Material requirements — per-entry material lists with allocation tracking
  • Material inventory — stock level tracking with quantity on hand
  • Reorder points — get alerts when stock falls below threshold
  • NCR tracking — non-conformance reports with root cause analysis, severity (Minor/Major/Critical), disposition, corrective action, cost impact, and effectiveness verification (ISO 9001 § 10.2.1)
  • Quality notes — built-in field for quality/inspection data per entry

Screenshot: Customer management dialog

Capture: Tools > Manage Customers, show customer list

Screenshot: Material requirements on entry detail

Capture: Entry detail window, scroll to materials section

13Configuration & Customization

A centralized Settings Hub gives you full control. 11 industry templates get you started instantly. Every aspect of GlyphFex is configurable.

  • Settings Hub — centralized dialog with search box, organized into PERSONAL / SHOP CONFIGURATION / DATA & INTEGRATIONS / ADVANCED sections. Type to find any setting instantly
  • 11 industry templates — Job Shop, Sheet Metal, CNC, Assembly, Quoting, Sign & Print, Auto Body, Service & Repair, Cabinet & Millwork, General Manufacturing, plus Blank Project
  • 3-option new-project dialog — Get Started (open the industry-template picker), Skip (begin with a blank project), or Import CSV (preview rows and map columns before creating the project)
  • Custom field editor — create fields with types, defaults, and required flags
  • Workflow Stages editor — add/remove stages, set SLA targets, quoting flags, stale thresholds (formerly "Edit Pipeline")
  • Validation patterns — regex-based Job Number validation with preset patterns
  • Dark mode — system-aware theme switching throughout the app
  • Keyboard shortcuts — Ctrl+1–7 navigation (Dashboard / My Jobs / Entry / Calendar / Analytics / Workstation Terminal / Display Board), Ctrl+K command palette, Ctrl+S save, and more
  • Command palette — Ctrl+K to search commands, navigate entries, and open settings
  • Contextual onboarding hints — smart hints that teach features at the moment of need, appearing when you first encounter a feature rather than overwhelming you upfront
  • One-click backup — File → Backup Database for SQLite and SQL Server, with automatic rotating .bak files
  • Disaster Recovery Guide — built-in 9-page PDF with step-by-step restore instructions for IT teams

Screenshot: Settings Hub with sidebar panels

Capture: Click Settings gear > show the ProjectSettingsDialog with sidebar

Screenshot: Industry template selection

Capture: New Project > Get Started > template picker showing the 11 industry templates

14My Jobs

Stage-based job routing. Workers see their queue, managers see the big picture. A pull-based system where jobs flow to the right people automatically.

  • My Work Bin — personal queue sorted by priority with queue, rework, and hold lanes
  • Team Board — three views: By Stage, By Worker, and Workload distribution
  • Pipeline filter tabs — switch between pipelines to focus on specific workflows
  • Stage-based routing — pull system where jobs flow to workers assigned to each stage
  • Bulk assignment — managers can reassign jobs for exceptions and rebalancing
  • Side panel — entry detail + stage timeline without leaving the My Jobs view

Screenshot: My Jobs with My Bin and Team Board views

Capture: My Jobs page showing queue lanes and team board

15Shop Floor Workstation

PIN-secured terminals for shared shop floor PCs. One job, one focus, zero clutter. Workers log in with a PIN and see only what they need.

  • PIN login — numeric PIN for shared terminals, no Windows account needed
  • Single-job focused interface — one entry at a time, no distractions
  • Elapsed timer with SLA gauge — visual progress indicator showing time in current stage vs target
  • Tab system — Details, Notes, Documents, Quality, and History tabs for the active job
  • Break & indirect time logging — track non-job time (breaks, setup, cleaning) separately
  • Navigation lock — workers can't leave the terminal view without logging out first

Screenshot: Workstation terminal with PIN login and single-job view

Capture: Shop Floor Workstation page showing active job with timer

16Worker Management

Manage your workforce with profiles, departments, and stage assignments. Configure which workers are qualified for which pipeline stages.

  • Worker profiles — name, department, job title, phone, email, and PIN
  • Department grouping — organize workers by department for team board views
  • PIN indicators — see at a glance which workers have PINs configured for terminal login
  • Stage assignment — configure which pipeline stages each worker is qualified to work on

Screenshot: Worker management dialog with profiles and stage assignments

Capture: Tools > Manage Workers showing worker list with departments

17Performance & Scale

SQL-first architecture means queries return in milliseconds, not seconds. Tested with 100,000+ entries. Scales to 1,000,000+ historical entries — over 10 years of shop history.

  • SQL-first architecture — no full data loads. Filtering, sorting, and pagination happen in the database, not in memory
  • 100,000+ entries tested — sub-second response times on all pages with real-world data volumes
  • 1,000,000+ projected capacity — store over 10 years of shop history in a single file
  • Counts-first rendering — UI shows counts immediately, then lazy-loads card and table content
  • Background thread processing — heavy queries run off the UI thread so the app stays responsive
  • Brush caching & pre-computed data — optimized rendering for shop floor displays and TV boards

Screenshot: Dashboard with 100K+ entries showing fast load times

Capture: Dashboard page with large dataset, show pagination and KPIs

18Data Feed — Your Shop Data, Your Way

GlyphFex is the clean structured source of truth for your shop. Drop a CSV/JSON snapshot of every job, quote, customer, and time entry into a folder on a schedule. Your Power BI, Excel, accountant's tools, or in-house ERP read from the folder. Nothing locked in.

  • Pick a folder + cadence — every 5 minutes, 15 minutes, hourly, or daily. Set it once, forget it
  • Five files written each run — entries.csv, entries.json (full v1 schema), quotes.csv, customers.csv, time_entries.csv
  • Atomic writes — your Power BI refresh never sees a half-written file. Two-phase write with a pre-flight lock check on every destination
  • Stable v1 JSON schema — documented contract for one entry. Tags as structured objects, all 17 built-in key fields always present, custom fields, line items, materials, NCR records, stage history, attachments. See the full schema reference →
  • The never-break promise — we will never remove a v1 field, change a type, or change a meaning. New fields ship as additive. Breaking changes wait for v2
  • Excel-friendly UTF-8 BOM on CSVs (so accented customer names show up right). RFC-compliant no-BOM JSON for Python / Node / Power BI
  • Multi-user team mode safe — one elected writer per folder via a hidden lock-file with heartbeat. No two GlyphFex installs racing on the same files
  • Run-now button for testing — verify your folder permissions and consumer wiring without waiting for the cadence interval. Success message shows concrete row counts: "Wrote 1,247 entries, 38 quotes, 123 customers, 2,481 time entries"
  • Open output folder — one click opens File Explorer to the configured output folder so you can verify files actually appeared, without typing the path again
  • Honest error reporting — "close Excel and try again" when a file is locked; "network unavailable" when the share is down. No guessing
  • Stable join keys — time_entries.csv has both EntryId (integer) and EntryRefNumber (the human-visible "Q-1234"). Pick whichever your tool prefers
  • Schema reference link right in the panel pointing at data-export-schema-v1.html — your downstream consumer's developer doesn't have to dig through your Slack to find the JSON contract

Read the full Data Feed guide →

Marketing one-liner: "Your shop data, your way. Nothing locked in."

Screenshot: Data Feed settings panel

Capture: Settings > Shop Configuration > Data Feed showing folder picker, cadence, run-now, last-run timestamp

19Webhooks — Event-Driven Integration

Don't poll the folder — have GlyphFex POST a JSON event to your endpoint the moment something interesting happens. Plays nicely with Zapier, n8n, Power Automate, AWS Lambda, your own Express endpoint — anything that listens for HTTP POST. Each delivery is HMAC-SHA256 signed, retried with exponential backoff, and protected against replay.

  • Six event types — entry_created, stage_changed, quote_won, quote_lost, ncr_opened, time_entry_submitted. Subscribe to any combination per URL
  • HMAC-SHA256 signature in every X-GlyphFex-Signature: sha256=<hex> header. Your endpoint verifies with the per-subscription signing secret. Stripe-style verification works out of the box
  • Per-subscription signing secret — rotation is per-URL, so a compromise of one endpoint doesn't expose the others. One-click Regenerate Secret in the Settings UI
  • Schema-v1 payload — the event envelope wraps the same data.entry shape your entries.json file uses, so consumer code is identical for both ingestion paths. Webhooks reference → · v1 entry schema →
  • HTTPS only — non-https URLs are rejected at save time and at delivery time. Signing secrets never travel over plaintext
  • Replay protection — every payload carries a UUID event_id in both the JSON body and the X-GlyphFex-Event-Id header. Customer's consumer dedupes on it
  • Exponential-backoff retry — 3 attempts at 1s / 5s / 30s after the first 2xx-or-5xx response. After the 3rd failed attempt, marked Failed and the failure is visible in the per-subscription delivery log
  • Circuit breaker — 50 consecutive failures auto-disable the subscription so we stop hammering a dead endpoint. Customer sees the disabled state + last-failure reason in the panel and re-enables when ready
  • 1 MB payload limit with slim-envelope fallback — oversized events (huge audit history, many attachments) still fire, but with a stripped data.entry: { id, ref_number } + payload_truncated: true flag. Your automation knows the event happened and can fetch the full record on its own
  • Event-age cutoff — deliveries older than 24h are auto-marked Failed instead of re-firing if a project is reopened a week later. Your downstream system never sees a stale event arrive looking fresh
  • Per-subscription delivery log — recent deliveries with status / event_id / HTTP code / error message, viewable from the Settings panel without leaving GlyphFex. Filter by status (All / Failed only / Pending only / Delivered only) so a recovery-mode admin focuses on what needs attention
  • At-a-glance health — each subscription card shows "Last 50: 47 delivered, 3 failed (94% delivered)" with green/red tinting. Know if a webhook is healthy without opening the deliveries dialog
  • Test button — fire a synthetic event right now to verify your endpoint is reachable BEFORE going live. Real signature, real headers, real envelope shape. Result (HTTP code + latency) shows inline. Bypasses the persistent queue so probes don't pollute your logs or trip the breaker
  • Copy curl / body / signature — after a Test, three one-click copy buttons let you paste the exact POST into a terminal (curl), into your HMAC verifier (body), or compare against the signature header (sha256=hex). Debugging a 401 on your endpoint takes 30 seconds, not 30 minutes
  • Per-row Retry & bulk Retry-all-failed — an outage knocked your endpoint offline for an hour and 12 deliveries failed? Fix the endpoint, click one button to re-queue all of them with a fresh 3-retry budget. Per-row Retry on each Failed delivery for surgical recovery
  • Reset failures — explicit one-click clear of the consecutive-failure counter and the auto-disabled state. Use after fixing your endpoint to take the subscription back out of circuit-broken state without losing the failure-history log
  • Exactly-once delivery in multi-install teams — in a 4-workstation shop sharing one SQL Server project, every install runs a webhook worker. Per-row claim mechanism (atomic UPDATE/OUTPUT with READPAST/UPDLOCK lock hints) ensures each event POSTs exactly once, not 4 times. The claim recovers in 10 minutes if a worker crashes mid-attempt
  • Clock-skew immunity — the 24h event-age cutoff uses the database server's clock, not the worker's. A drifting workstation (BIOS battery dead, offline domain trust expired) can't kill the feature for the rest of the shop by aging out everyone else's events
  • Compliance audit footer — every subscription card shows "Created … by … · Last modified … by … · ⟳ Signing secret last rotated … by …" Auditors can answer "who configured this data-exfil endpoint and when?" without leaving the dialog. Secret rotation gets its own timestamp because rotation breaks every downstream consumer's verifier
  • URL validation hardening — embedded credentials (https://user:pass@host) rejected. IDN homoglyph URLs (https://glyphfex.com with a Cyrillic look-alike) flagged with the punycode-encoded form so admins reviewing Settings can spot a contractor's exfil-via-look-alike-domain attack
  • Confirm secret rotation — click-twice-to-confirm pattern on Regenerate Secret because rotation instantly invalidates every downstream consumer's verifier with HTTP 401. First click re-labels to "Confirm regenerate (breaks downstream consumers)"; second click within 3s actually rotates
  • Auto-cleanup — Delivered rows older than 30 days are pruned daily; Failed rows kept longer for debugging

Read the full Webhooks guide →

Marketing one-liner: "Subscribe to events on your terms. Verify it works. Debug it when it doesn't. Audit it for compliance."

Screenshot: Webhooks settings panel

Capture: Settings > Shop Configuration > Webhooks showing one or two subscriptions with event checkboxes and delivery log

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