Your settings at a glance

Open Settings

At the foot of the menu, press your account button, which shows your email and role. Then press Settings. The tabs run along the top of the page, starting with Overview. Overview has a card for each part, with a button that opens it.

The tabs are Overview, Company profile, Services, Users & roles, Locations, Tax & NIS, VAT, Invoice design, Compliance, Email, Payslip template and API keys.

Some tabs show only when their service is on: Tax & NIS and Payslip template with Payroll, VAT and Invoice design with Invoices & VAT, and Compliance with Payroll or Books. Services, Users & roles, Locations and API keys show only for the business owner.

Keep your business details in Company profile

On the Company profile tab, the Profile card holds your Legal name, Trading name, Phone, Company email and Address. They appear on your payslips, invoices and NI forms. Press Save after a change.

On the same card:

• Default pro-rate sets how a monthly salary is worked out for part of a month, such as a mid-month start or unpaid leave: by Working days or Calendar days. You can change it on each monthly pay run.
• Insurable earnings include sets whether Allowances and Bonus count towards the pay NIS is worked out on. Both start ticked: change them only if your accountant tells you to.
• Document branding chooses which approved images go on your payslips and on your NI184 and NI187 forms.

Your logo, stamp and signature

Further down the tab, Upload and preview branding holds your logo, stamp and signature. Under Approve and apply assets, the business owner presses Approve this version to put a stamp or signature on your documents. A replacement needs approving too. Set up your business shows each step.

Regenerate finalized payslips puts newly approved images on payslips you've already made. See Payslips: sending them and what staff see.

Choose your services

Services lists Payroll, Invoices & VAT, Books and Time. Tick the ones your business uses and press Save services. A service you switch off leaves the menu, and nothing you entered is deleted. Only the business owner can change services.

Manage who can sign in

Users & roles is where you invite people, choose their roles and decide which pages each person can open.

• Invite links makes a link someone uses to join with the role you choose.
• Members lists everyone who can sign in. Each person's card has Apply role, Deactivate, Remove and Page permissions. Deactivate pauses someone's access, and Reactivate gives it back. Remove takes them off your business; their records are kept.
• Add member adds someone by email address.

If your business has locations, the card of each Accountant and Project/Time Manager also has Locations they look after. Tick the locations they work with and press Save locations. Leave them all unticked for every location.

Invite your team takes you through it step by step.

Add your locations

Locations is for a business that works from more than one place, such as a second branch. Type a Name under Add a location and press Add location. Each person and each kiosk then belongs to one location, and a kiosk lists only its location's staff. Payroll, NIS and your books stay as one business.

With no locations, everyone works from one place. Run more than one location shows each step.

Check your numbers in Tax & NIS

Filing identifiers holds the numbers your NI184, NI187 and TD4 files use:

• Employer BIR file number and Employer PAYE number;
• NIS employer registration number and NIS service centre code;
• Default NI form preparer and Default preparer position, which go on your NI forms.

Press Save filing identifiers when you're done.

The three cards at the top, NIS classes, Health Surcharge and PAYE, hold the rates payroll uses. They're filled in when you set up your business.

Switch VAT on in VAT

The VAT tab controls VAT on your invoices. It shows while the Invoices & VAT service is on.

1. Tick Use VAT in this business and Registered for VAT with the BIR. VAT is charged only when both are ticked.
2. Check Standard VAT rate (%) and type your VAT account number.
3. Press Save VAT settings.

Choose your filings and reminder emails in Compliance

Compliance is also in the menu, under Tax & filing › Compliance.

Reminder emails at the top decides the emails owners and accountants get about filings. They come before each filing is due, and again on the due day if it isn't marked filed.

1. Tick Send reminder emails, or untick it to stop them. It starts ticked unless you unticked it during setup.
2. Type how many Days before the due date the first email comes. It starts at 7.
3. Press Save.

Filings below has a row for each filing your business may make: PAYE, Health Surcharge, NIS, VAT, TD4, Business Levy and Green Fund Levy. On each row:

1. Type the Due day. Yearly filings also have a Due month.
2. Under On calendar, choose Yes to have the filing on your filing calendar, your Overview's Compliance agenda and the reminder emails. Choose No if your business doesn't make it.
3. Press Save on that row.

A filing you switch on is added to the filing calendar straight away. A filing you switch off is taken off the calendar for the months ahead; past and filed returns stay.

Manage API keys

API keys holds the keys AI assistants and scripts use to log time. Every key in the business lists them all, and you can revoke any key there. Staff make their own keys on their own Settings page.

Good to know

• Only the business owner can change Company profile, Services, Users & roles, Locations, Tax & NIS, VAT, Payslip template and API keys. An accountant can change Compliance. Anyone who can edit invoices can change Invoice design, but only the business owner can upload a new logo there.
• The Overview tab also has a Leave policy card. See Set up leave and record time off.

What's next

Read Invite your team to add the people who work with you.