Documentation Settings
Detailed guide

Settings

Workspace-wide operational, financial, and invoice-branding defaults that estimates, quotes, and invoices quietly inherit.

Settings holds the defaults that many workflows depend on without asking again. Because a single change here reaches every future estimate, quote, and invoice, it is the right place to fix systemic behaviour and the wrong place to make casual edits.

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Quick summary Step by step Guardrails Troubleshooting Related workflows

Quick summary

  • Set currency and default margin once when the workspace is created so downstream documents inherit the right posture.
  • Update VAT and tax rates when registration status changes, remembering they affect future documents rather than existing ones.
  • Fill in the Invoice & Legal Information and Banking Details before issuing the first real invoice so printed documents look complete.
  • Review Settings first when a downstream estimate, quote, or invoice default looks wrong before editing the individual record.

Put it into practice

  1. Confirm which workspace-wide default needs adjustment and why. Tie every Settings change to a specific downstream outcome so you do not casually alter behaviour that reaches every document.

    InteractionsSettings page: review the Currency, Pricing Defaults, Invoice Defaults, Budget Tolerance, and Invoice & Legal sections before editing.

  2. Set the currency and pricing defaults first, because they shape how new estimates and offerings behave. Keep Default Expected Margin and Default Chargeout Type consistent with how the team actually prices.

    InteractionsSettings: set Currency, Default Expected Margin %, and Default Chargeout Type in the Pricing Defaults section.
    Open workflow: Estimate Workflow

  3. Set the tax posture next. Enter the Estimated Tax Rate and VAT Rate accurately, remembering VAT only prints as a separate line when it is non-zero.

    InteractionsSettings: complete Estimated Tax Rate % and VAT Rate % in the Pricing Defaults section.

  4. Tune Budget Tolerance so the green/amber/red price-to-budget colouring matches how strict the business wants to be about under- and over-budget pricing.

    InteractionsSettings: set Acceptable % Under Budget and Acceptable % Over Budget in the Budget Tolerance section.

  5. Complete the Invoice & Legal Information, Banking Details, Default Payment Terms, and Invoice Footer so issued invoices and quotes print complete and correct.

    InteractionsSettings: fill the Invoice & Legal Information section and Default Payment Terms.
    Open workflow: Invoice Workflow

  6. Save and verify the change downstream by opening an estimate, quote, or invoice and confirming the new default is applied where expected.

    InteractionsSettings: click Save Settings, then open a commercial document to confirm the inherited behaviour.
    Open workflow: Quote Workflow

What to review

Currency

The currency code shown on estimates, quotes, and invoices. Changing it affects how money is displayed and reasoned about across the whole workspace.

Default Expected Margin %

The margin new estimates inherit. It drives estimate health colouring, and individual estimates can still override it.

Default Chargeout Type

The pricing model (Fixed Rate, Effort-Based, Percentage of group, or Markup percentage) applied to new offerings and quick-add offering dialogs. Existing offerings keep their current type.

Estimated Tax Rate %

Used in the Revenue Goal Calculator and across the workspace to gross up pre-tax figures, so it should reflect the real tax posture.

VAT Rate %

When non-zero, VAT is shown as a separate line on printed invoices and quotes. Set it to 0 if VAT does not apply.

Invoice Defaults (visibility)

The two checkboxes that decide whether time entries and expenses are shown by default on newly generated invoices. Each invoice can still override these.

Budget Tolerance

Acceptable % Under Budget and Acceptable % Over Budget control the green/amber/red colour-coding of the price-to-budget comparison on estimates, quotes, and invoices.

Invoice & Legal Information

The Company / Business Name, Company Registration Number, VAT / Tax Registration Number, Business Address, and Banking Details printed on invoices and quotes. All fields are optional but appear on generated documents when set.

Default Payment Terms and Invoice Footer

Default Payment Terms (for example Net 30, or a Custom description) are applied automatically to new invoices, and the Invoice Footer / Notes text appears at the bottom of every invoice. Both can be overridden per invoice.

Guardrails

  • Global defaults should be complete and internally consistent before saving, because every new document inherits them.
  • Tax and VAT changes apply to future documents, not existing ones, so re-issuing older documents may be needed to reflect a new rate.
  • Budget tolerance percentages define the colour thresholds, so setting them too loosely can hide genuinely over-budget pricing.
  • Settings changes are admin-only because they affect the entire workspace.
  • Because these defaults reach billing and legal output, changes should be coordinated with whoever owns finance and client-facing documents.

If it starts drifting

  • If a downstream document behaves unexpectedly, check whether the workspace default is the real cause before editing individual records.
  • If VAT is not appearing on invoices, confirm the VAT Rate is non-zero, since a zero rate hides the VAT line by design.
  • If price-to-budget colours look wrong, review the Budget Tolerance percentages before assuming the estimate or quote is miscalculated.
  • If invoice branding looks incomplete, confirm the Invoice & Legal Information and Banking Details fields are filled, since they are optional and blank by default.