Settings

Use this page to set up your organisation’s financial details, including company information, VAT percentages, income and expense categories, billable activities and services, and invoicing options.

Good to know

• You need rights to manage financial settings to see this page.
• The VAT tile only shows a few percentages; click Manage VAT percentages to view and edit the full list.
• Tabs are controlled by the tab URL parameter, so you can link directly to a specific section.

translate labels

• Add company – Companies tab
• Edit – Companies tab (pencil icon)
• Add category – Categories tab
• Edit – Categories tab (row actions)
• Add price – Activities section of the Pricing tab
• Add price – Services section of the Pricing tab
• Add service bundle – Service bundles tile
• Edit – General settings tile

Translate labels

This form lets you add or edit translations of a label into other languages.

Remove language

• Click the trash can icon next to a language to delete its translation; the language disappears from the list.

Add language

• Press the Add language button to show a list of languages not yet used (your own language is excluded); click a language name to add an empty field.
• You can cancel this list with the Cancel button.

After saving

• Press Update to save all entered translations; the new wording will appear on invoices, activities and other places where that label is shown, in the selected languages.

VAT percentages

This tile gives you a quick glimpse of the VAT percentages that are active in your organisation.

Reading the VAT percentages

• Percentage: the VAT rate (e.g., “21%”). For export or reverse‑charge categories it shows “0% Export” or “0% Reverse‑charge”.
• Level: the VAT level that groups the percentages (if defined).
• Active (green badge): indicates this VAT percentage is currently in use.
• Active at (blue badge) followed by a date: the date when the percentage will become active (only shown if the start date is in the future).
• The heading above each table shows the name of the VAT level/group the listed percentages belong to.

Open the full VAT percentages list

1. Click the Setup VAT percentages button (if no percentages exist) or the Manage VAT percentages button (if you already have some). The button is at the top‑right of the tile.
2. The app opens the VAT percentages page where you can add new percentages or edit and delete existing ones.

Good to know

• The tile displays only a subset (up to two groups) of your VAT percentages. If you have more, a note tells you how many are hidden.
• The button text switches automatically from “Setup VAT percentages” to “Manage VAT percentages” as soon as at least one percentage is configured.
• You see this tile only if you have access to the financial settings of your organisation.

Categories

This tile lists every income and expense category defined for your stable, together with its type, VAT percentages and ledger codes for bookkeeping integrations.

Reading the Categories

• Name: the label you gave the category (e.g., Vet visits).
• Category type: shows whether the category is used for purchases or sales.
• VAT percentage: a green Standard badge with a globe icon indicates the default VAT level; additional coloured badges show a country code and its custom VAT level (or “Removed” if no longer available).
• Ledger (one column per bookkeeping integration): the ledger code used by that integration for this category; a dash means none.
• The book icon at the start of each row simply marks the row as a category entry.

Add a new category

1. Click the Add category button (plus icon) above the table.
2. The “save category” dialog opens; fill the required fields (Name, Type, etc.) and click Save.

Edit an existing category

1. Click the three‑dot menu icon on the right of the category row.
2. Choose Edit; the same “save category” dialog appears – adjust the fields and click Save.

Remove a category

1. Click the three‑dot menu icon on the right of the row.
2. Choose Remove (disabled for default categories).
3. Confirm removal by clicking Remove in the confirmation pop‑up.

Good to know

• The tile is visible only if you have rights to manage financial categories.
• Ledger columns appear only for bookkeeping integrations that are set up for your organisation.
• VAT badges follow the VAT percentages configured for your organisation; custom country levels can be added in the category settings.
• Default categories cannot be deleted.

Category

Use this dialog to create a new financial category or edit an existing one, for grouping invoices and defining VAT settings.

Type

• Choose Purchases or Sales – determines whether the category is for incoming or outgoing invoices.

Name

• Enter a name for a regular category; the name of a default category is shown but cannot be changed.

Custom VAT levels

• The first row 'All countries (catch all)' with Standard applies when no specific country is set and cannot be edited.
• Click Add row, select a Country, then pick its Vat level (only levels for that country appear).
• Use the trash icon to delete a row.

Bookkeeping integration ledgers

• Enter the ledger code (external provider ID) for each enabled accounting integration. If you have multiple companies, choose the company for each code.

After saving

• The category appears in the Financial Settings list and can be selected when creating new invoices. No additional notification is sent.

Activities

The tile shows a list of all billable activity types, with their name, income category, current price (excl. VAT) and whether they are active.

Reading the Activities

• Activity name: the activity’s name; a badge shows the linked activity type; a red Disabled badge means it’s hidden.
• Income category: the income category for this activity; shown as - if none.
• Price (ex. VAT): the current price without VAT used for invoicing.
• ⋮ (menu): opens a menu with Edit, Remove (if active) or Enable (if disabled).

Add a new activity price

1. Click Add price (plus icon) at the top right.
2. Fill in the form and press Save.

Edit an activity price

1. Open the ⋮ menu for the activity.
2. Choose Edit, modify the fields, and click Save.

Remove an activity price

1. Open the ⋮ menu for an active activity.
2. Select Remove and confirm.

Enable an activity price

1. Open the ⋮ menu for a disabled activity (shows a Disabled badge).
2. Choose Enable and confirm.

Good to know

• Only activity products of type "Activity" are listed.
• Prices are stored excl. VAT; VAT is added when invoicing.
• You need financial‑settings rights to see the Add price, Edit, Remove, and Enable options.

Activity price

Use this form to add a new billable activity price or edit an existing one.

Activity type

• Choose an activity type to link the price to a predefined activity (e.g., riding, vet visit). Leave empty if not applicable.

Name

• Enter the activity name. Use the translate button next to the field to add labels in other languages.

Start date

• Pick the date the activity starts. The field is disabled when editing an existing price. Selecting a past date creates billable items retroactively.

Income category

• Select the income category under which the revenue will be posted in your accounting.

Price

• Enter the amount; the currency defaults to your organisation’s currency but can be changed.

Internal description

• Optional notes visible only to you.

Customer description

• Text shown to the customer (e.g., on invoices). Use the translate button next to the field to add labels in other languages.

After saving

• The price is saved to the activity‑price list and can be used for future or retroactive invoicing.

Services

Shows all billable services you can charge customers for, with their name, income category, service bundles and price (ex. VAT).

Reading the Services

• Service name: Name of the service; a red Disabled badge means it is deactivated.
• Income category: Accounting category linked to the service.
• Service bundles: Blue badges show the bundles the service belongs to.
• Price (ex. VAT): Amount before VAT; the “per …” text shows the frequency (Day, Month, Year).
• (three‑dot icon): Opens the menu with Edit, Remove, Enable actions.

Add a new service price

1. Click Add price at the top right.
2. Complete the New service price form.
3. Click Save.

Edit an existing service price

1. Click the three‑dot icon on the service row.
2. Choose Edit.
3. Change the details and click Save.

Deactivate a service

1. Click the three‑dot icon on the service row.
2. Choose Remove.
3. Confirm in the dialog.

Reactivate a disabled service

1. Click the three‑dot icon on a disabled service row.
2. Choose Enable.
3. Confirm in the dialog.

Good to know

• The tile appears only when you can access Financial Settings and have rights to edit services.
• Only subscription‑type products are shown; disabled services are listed at the bottom.
• Prices are displayed before VAT and include the time frame (per day, month or year).

Edit service price / New service price

Use this dialog to add a new billable service or edit an existing one.

Name

• Enter a name; click Translate product labels to add translations.

Income category

• Choose the sale income category.

Price per

• Choose Day, Month or Year – defines the period for recurring charges.

Suggested price

• Set a default price in your organisation’s currency; used for new recurring services but can be changed.

Service bundles

• Add the service to one or more bundles, or use Create new service bundle to add one instantly; bundles show as badges.

Internal description

• Write internal notes; only you can see them.

Customer description

• Enter the text customers see; click Translate customer description labels to add translations.

This service is done on the customer's location

• Enable to apply the customer’s VAT when the service is performed at their location.

After saving

• The service appears in the billable‑services list and can be used for invoices or recurring services.

General settings

This tile shows the organisation’s main invoicing settings, including the billing cycle for recurring services and which languages invoices can be printed in.

Reading the General settings

• Billing cycle of recurring services align to first of month: indicates whether recurring services are billed on a monthly cycle that always starts on the first day of the month (Yes) or on each service’s start date (No).
• Available invoice languages: the languages in which invoices can be generated for the organisation; used to automatically set a contact’s invoice language based on their country.
• Fallback invoice language: the language used for a contact whose own language isn’t among the available invoice languages.

Change a setting

1. Click the Edit button (pencil icon) on the tile.

Good to know

• The tile appears only after the organisation details have loaded; a loading spinner is shown meanwhile.
• All values are taken from the currently selected organisation’s configuration.
• The Edit button is visible only if you have permission to modify the organisation’s financial settings.

Update settings

Use this form to change the organisation’s finance defaults.

Billing cycle of recurring services align to first of month

• Check to align recurring service billing to a monthly cycle that always starts on the first day of the month; leave unchecked to bill based on each service’s start date.

Available invoice languages

• Select one or more languages from the list; the chosen languages become available for generating invoices and are used to set a contact’s invoice language automatically.

Fallback invoice language

• Pick a single language that will be used for contacts whose own language isn’t among the available invoice languages; this field must be filled.

After saving

• The new settings are saved for your organisation, the dialog closes and the updated values appear in the General settings tile; all future invoices and billing cycles use the new configuration.

Service bundles

This tile lists the service bundles you have defined. You can add, edit or remove bundles to group services for pricing and invoicing.

Reading the Service bundles

• Name: the bundle’s name.
• Description: optional text that explains the bundle’s purpose.

Add a service bundle

1. Click Add service bundle above the list.
2. In the dialog, enter a Name (required) and, if desired, a Description.
3. Press Save.
4. The new bundle appears in the list.

Edit a service bundle

1. Click the three‑dot icon at the right of the bundle you want to change.
2. Choose Edit.
3. Update Name and/or Description in the dialog, then click Save.
4. The list updates.

Remove a service bundle

1. Click the three‑dot icon for the bundle.
2. Choose Remove (shown in red).
3. Confirm by clicking Remove in the confirmation dialog, or click Cancel to abort.
4. The bundle disappears from the list.

Good to know

• The tile is shown only if you have rights to manage service bundles.
• Bundles can later be attached to service prices.
• Removing a bundle is permanent and cannot be undone.

Service bundle

Use this window to add a new service bundle or change an existing one.

Description

• Write a short note that explains why you use this bundle; you can leave it empty if you don't need extra information.

After saving

• The bundle is saved and appears in the list of service bundles in the financial settings. The dialog closes automatically. You can now select the new or updated bundle when assigning services to invoices.