Company settings

Company Settings is the control panel for your workspace. What you set here applies to everyone in the workspace: the country you choose decides how every amount and date is shown, your fiscal year decides how reports are grouped, and your business details appear on the invoices you send.

Open it from Company Settings under Account in the sidebar.

Before you start

• Anyone with permission to view company settings can open the page. Changing it needs permission to edit company settings. Super admins and admins have both.
• Some tabs only appear for roles that need them, for example Subscription & Usage for roles that can see billing, and Danger zone for super admins.

The tabs

Tab	What it holds
General	Business details, regional settings, session settings and your bank accounts.
Invoicing	Invoice numbering, default tax rate, payment instructions, reminders, and the bank details printed on invoices.
Payment Collection	How customers pay your invoices online.
Business Info	A fuller profile of your business, its contacts and its accounting needs.
Posting Config	Whether each kind of entry posts to the ledger automatically or waits for you, and which Plaid environment new bank connections use.
Subscription & Usage	Your plan and how much of the workspace’s allowance has been used.
Danger zone	Deleting the workspace.

Business details

The Business Details card on the General tab holds your Business Name, Company Type, Business Phone, Business Email, address and Country. These appear on your invoices and receipts. You can still override them on an individual invoice.

Change what you need and select Save changes at the bottom of the tab.

Regional settings

Regional settings decide how Bokapsys formats amounts and dates and how it groups your financial year, for every member and on every report, PDF and email.

1. On the General tab, find Regional Settings.
2. Choose your Country. Your currency, number format and date format follow the country you pick, and Bokapsys suggests a timezone and fiscal year start to match.
3. Check the Timezone. It decides which calendar day a moment in time falls on, for example when a payment arrives late in the evening.
4. Set Fiscal Year Starts to the month your financial year begins. Your fiscal year is the twelve-month period you report and close your books for. Many businesses use January; others, for example in the UK, often use April.
5. Check the Preview line, which shows today’s date, an example amount and your fiscal year start in the new format.
6. Select Save changes.

The country is shown in both Business Details and Regional Settings. It is the same setting, so changing it in one place changes both.

Caution

Your fiscal year start affects how year-to-date figures, budgets and year-end close are calculated. Set it before you close a year, and avoid changing it afterwards without checking with your accountant.

New invoices, customers and vendors start with your workspace’s country and currency. You can still choose a different currency for an individual customer or invoice.

Session settings

The Session Expiry choice in Session Settings decides how long members stay signed in before they must sign in again: 8 Hours (business day), 24 Hours, 7 Days (default), 30 Days or On Tab Close. Only super admins can change it. Other members see the current policy.

A shorter session is more secure on shared or public computers. On Tab Close signs people out as soon as they close the tab.

Bank accounts

The Bank Accounts card on the General tab lists the bank and credit card accounts your statements come from. An account appears here when you connect a bank feed or upload a statement and pick or add an account. Each account is linked to its own account in your Chart of Accounts, so its balance shows on your Balance Sheet and you can reconcile it.

From the list you can:

• See which account is the default and which are credit cards.
• Set which Chart of Accounts entry the account posts to.
• Delete an account. You’re offered two choices:
  • Remove account only hides it from the upload picker and keeps its statements and accounting entries.
  • Delete account and all its data permanently removes the account’s statements, uploaded files and accounting entries.

See Chart of accounts and Reconciliation.

Invoicing defaults

The Invoicing tab holds the settings every new invoice starts from:

• Invoice number prefix, Padding width and Next number, with a preview of the next invoice number. The next number can only move forward, so invoice numbers are never reused.
• Default tax rate (%): your usual sales tax rate. Tax is set on each invoice line when you create the invoice; see Invoices.
• Remittance instructions, printed at the foot of the invoice PDF and the online payment page, for example how to pay by bank transfer.
• Reminder cadence: tick Enabled to email customers about overdue invoices, set the Cadence days (after due), such as 7, 14, 30, and the Max reminders per invoice.

Select Save invoicing defaults to apply them.

The Bank Accounts card on the same tab holds the bank details you print on invoices: label, bank name, account name and number, sort code or routing number, IBAN and SWIFT/BIC. Mark one as the default and it fills in automatically on new invoices. These are separate from the accounts your statements come from.

See Invoices for more.

Payment collection

The Payment Collection tab sets how customers pay your invoices online: through your own Stripe account (Stripe Connect (Express)) or through Bokapsys-managed collection, where Bokapsys collects and pays you out on a schedule. See Online payments.

Business info

The Business Info tab is a longer questionnaire about your business: legal name, tax identifiers, contacts, how your records are kept, staff numbers, tax position and your goals. It’s useful when an accountant or bookkeeper starts working with you. Fill in as much as is helpful.

Posting config

The Posting Config tab decides, for each source of entries, whether it posts to your General Ledger as soon as it’s created (Auto-post) or waits for you to post it (Manual). It also holds the Auto-categorize every transaction setting and, if you use bank feeds, the Bank feed connections card that can send new connections to Plaid Sandbox for testing. See Posting settings.

Subscription and usage

The Subscription & Usage tab shows your plan and how much of the workspace’s AI tokens and monthly transactions have been used. Select Manage plan to change plan. See Subscriptions.

Delete the workspace

Only the workspace’s super admin can delete it, from the Danger zone tab.

1. Go to Company Settings and open Danger zone.

2. Select Delete this workspace and read the warning.

3. Tick the box to confirm you understand, then select Email me a confirmation code.

4. Type the workspace’s name exactly as shown and enter the 6-digit code from the email. The code expires after 10 minutes.

5. Select Delete workspace permanently.

Danger

Deleting a workspace is permanent. Every member is signed out, and its statements, reports, journal entries, budgets, invoices, bills, team, integrations and audit history are deleted. We can’t restore any of it, even if you contact support. Your other workspaces aren’t affected.

Related

BrandingYour logo and brand colour.

Posting settingsAutomatic or manual posting for each source.

SubscriptionsYour plan and its limits.