Setting Up Office Locations

Find it in Settings → Office Locations. If your business runs more than one location, this is where you add each office, set a default, and manage which ones you pay for.

Each location keeps its own orders, quotes, contacts, cemeteries, and inventory. Your team members only see the locations they're assigned to, while the company owner sees everything.

Add a location

Click the Add Location button at the top of the page, then fill in the office details:

• Name and type (Office, Warehouse, or Other).

• Address, email, and phone.

• A Default tax rate percentage for orders at this office.

• Optional notes.

Adding a location is a pay-and-add action because every location beyond your first one takes up a paid billing slot. Your first location is included with your plan, and each additional location is billed monthly (or yearly). When you add a paid location, MonuDesk sends you to checkout to confirm the charge before the location goes live.

If you're still on your trial, you can add locations freely, and you'll be billed for the extras when you subscribe. See How Billing and Subscriptions Work for the per-location charge and how slots are counted.

If the Add Location button is greyed out, your role doesn't have permission to change settings. Ask your company owner.

Edit a location

Click any location to open it and update its name, type, address, contact details, notes, its default tax rate, or its logo. Your changes save to that office only and don't affect your other locations.

A location's address feeds the "From" block on your PDFs. When a document belongs to a specific office, MonuDesk uses that office's address; if the office has no address on file, it falls back to the address on Settings > Company Profile. Keep each office's address current so the right return address shows on invoices, receipts, and contracts.

Learn more: How to Manage Your Company Profile

The location's logo

Each location has its own Logo field in the add and edit window. Upload a PNG, JPG or SVG file up to 5MB and MonuDesk shows it on a checkerboard background, so you can see straight away whether the logo has a see-through background or is sitting in a solid box. From the same field you can download it or delete it, and you swap the image by clicking the logo thumbnail itself and choosing a new file.

Most logos arrive sitting in a solid white box, which prints as a grey rectangle on a PDF and looks worse than no logo at all. Click Remove background and MonuDesk clears the white from around the outside of your artwork, leaving enclosed shapes alone, so the inside of an O or a closed monogram is not punched out.

A Left / Center / Right control sets where the logo lands on the page, with a live mock-document preview showing the result. On the printed page the logo sits inside the same margin as the document text: a Right logo lines up with the right edge of the text block, and a Center logo sits at the exact center of the page. Left placement shifts the document title across to the right.

How large the logo prints is set as a percentage on the Size on documents slider, and the preview updates as you drag. The company-wide value lives in Settings → Company Profile, and an office can carry its own.

The logo prints on every document MonuDesk generates: quote, invoice, receipt, contract, shop ticket, purchase order and foundation order. This office's logo wins over the company logo set in Settings → Company Profile, and an office with no logo of its own falls back to that company logo.

The location's default tax rate

Each location has its own Default tax rate percentage in the add and edit window. It is one step in how an order's tax gets decided: a rate typed by hand on the order (on a new quote only while Automatic Tax Calculation is off) wins, then (when Automatic Tax Calculation is on) the rate for the purchaser's ZIP code, then the cemetery's county or zone rate, then this location default, and finally the company-wide Sales Tax % on Settings → Company Profile. The question mark next to the rate on the pricing card names which source is being used.

The default location

One location is always marked as your default. It acts as a safety net: when a new order or quote can't be tied to a specific office, it lands in the default location, and any team member without a location assignment falls back to it.

Because of that role, your default location is always included in your plan (never billed as an extra), and it can't be deactivated or archived. Your company must always keep at least one active location.

Deactivate vs. archive

There are two ways to take a location out of use, and they affect your bill differently:

• Deactivate turns the location off but keeps it on your bill. Use this when you're temporarily closing a location but plan to bring it back. Deactivating does not free a paid slot.

• Archive (shown as "Delete location") fully retires the location and frees its paid billing slot, so you stop paying for it. Archiving is a soft delete: the location and its past orders and quotes are preserved and stay retrievable, but the location is hidden from every list, including this settings page.

So if your goal is to stop paying for a location, you need to archive it. Deactivating alone won't lower your bill.

Working across locations

Once you have more than one active location, a location switcher appears in the top navigation bar. It shows the active office name, or All Locations when none is selected, and lets you move between offices. The switcher stays hidden for single-location companies. On a phone, the switcher is a location chip at the top of the Dashboard and Orders tabs.

Multiple active locations also add a location code to your order and quote numbers (for example, L2-ORD-123). Single-location companies keep plain numbers. You can assign each team member to one or more locations from Settings > Team.

Learn more: How to Manage Team Members

Letting staff open orders from other locations

Once you have more than one active location, the company owner sees one more switch on Settings → Office Locations: Staff can open orders from other locations. Only the owner sees it, and it is on by default.

Switched on, your team can work on orders across locations:

• Searching the Orders board, including Smart Search, finds orders from every location.

• Anyone can open an order from another location and work on it: log payments, check off to-dos and edit it.

• An order from another location where a to-do is assigned to you shows up on your own board.

Everything else stays per location. Moving an order to another office is still done with Change location on the order, and the dashboard and Insights numbers still count each location on its own. Switched off, each location's orders stay with the people assigned to that location.

Per-location labels for contacts

For multi-location businesses, each buyer or contact can carry a per-location label that ties them to a specific office. The label keeps your contacts organized by location, and it also routes them correctly in QuickBooks so each contact syncs under the right location.

Related articles:

• How Billing and Subscriptions Work

• How to Manage Team Members

• How to Manage Your Company Profile