What it is
Your organisation's details, which appear on every document you issue (quotes, invoices, work orders, delivery notes) and in your emails.
You edit them in a window (modal) that loads the saved details and lays them out as a visual Identity (logo + names) plus two sections: 01 Names and 02 Contact.
What it is for
- Setting the logo and the company names that print on quotes, invoices and delivery notes.
- Storing the tax identification number (VAT number or personal tax number) that the authorities require for invoicing.
- Keeping your contact details (phone numbers, email, website) in one place so they appear on your documents.
Fields
| Field | Type | What it is for |
|---|---|---|
| Logo | Upload | Company image that is uploaded to the cloud and printed on documents and emails. Optional. |
| Trading name | Text | Brand name the company trades under. Required. Visible on documents. |
| Legal name | Text | Full registered legal name. Required. Visible on documents. |
| Tax identification number | Text | The company's VAT number or personal tax number. Optional. Validated as an Ibero-Latin American identification document. |
| Landline | Text | Landline contact number. Optional. |
| Mobile | Text | Mobile contact number. Optional. |
| Text | Corporate contact email. Required and unique across the system. | |
| Website address | Text | URL of the company website. Optional. |
Buttons and actions — what each one does
The literal wording you see in the Company details window.
| Button / Control (on-screen wording) | What it is for |
|---|---|
| Logo | Upload the company logo to the cloud so it can be used on the documents you issue. |
| Trading name | Set the trading name the company operates under. Required, visible on documents. |
| Legal name | Set the company's registered legal name. Required, visible on documents. |
| Tax identification number | Capture the company's VAT number or personal tax number. Validated as an Ibero-Latin American identification document. Optional. |
| Landline | Set the company's landline contact number. Optional. |
| Mobile | Set the company's mobile contact number. Optional. |
| Set the corporate contact email. Required and validated as unique across the system. | |
| Website address | Set the URL of the company website. Optional. |
| Cancel | Close the window without saving the changes made in the form. |
| Save | Validate the form and save all the company details. It stays disabled while there are errors (empty required fields or a duplicate email). |
| ADD THE LOGO TO ALL TEMPLATES AT ONCE (prompt when saving with a new logo) | If you changed the Logo and click Save, you are asked: "Do you want to apply the new logo to all print templates, both document and work order templates?". Choose Yes and the new logo is set on every print template (quotes, orders, delivery notes, invoices) and work order template in one go; choose No and the templates keep the logo they had. |
Key concepts
Terms exactly as they appear on screen.
- Identity: the section that groups the Logo and the names (Trading name + Legal name) so that they appear on the documents you issue. It is the company's "face" on quotes, invoices and delivery notes.
- Logo: the corporate brand image that is uploaded to the cloud and appears on the documents the company issues (quotes, invoices, delivery notes).
- Trading name: the commercial or brand name the company carries out its business under. It may differ from the legal name.
- Legal name: the company's legal name as registered with the companies register or the tax authorities.
- Tax identification number: the unique tax identifier. It can be a company VAT number, a personal tax number for sole traders, or a foreign resident number. The authorities require it for invoicing.
- Email (corporate): the company's contact email address. It must be unique across the system: no two companies can share it.
Permissions
- Requires
company_edit.
Frequently asked questions
Q: Where do I change the logo on my invoices?
A: Here, under Logo. It is the same image that appears on quotes, invoices, work orders and emails. If you want a different logo for one particular template, override it from Print templates.
Q: How do I put the new logo on all the templates at once?
A: Change the Logo here and click Save. You are asked ADD THE LOGO TO ALL TEMPLATES AT ONCE: answer Yes and the logo is applied in one go to every print template, both for documents (quotes, orders, delivery notes, invoices) and for work orders. You do not need to edit them one by one.
Q: I changed the logo but the templates still show the old one. Why?
A: When you saved, you answered No (or closed the prompt) when offered the option of applying the logo to all templates. Go back to Company details, upload the logo again and click Save so that you are offered it once more, or change it template by template from Print templates.
Q: What is the maximum file size for the logo?
A: Keep it small (under 200 KB) so that it does not bloat your PDFs and emails. Formats: PNG, JPG, SVG. The Logo is uploaded to the cloud as soon as you select it.
Q: What does the "Save" button do?
A: It validates the form and saves all the company details. If there are errors (an empty required field or an email already in use), the Save button is disabled until you correct them.
Q: Which fields are mandatory?
A: Trading name, Legal name and Email. The rest (Logo, Tax identification number, Landline, Mobile, Website address) are optional.
Q: What is the difference between "Trading name" and "Legal name"?
A: The Trading name is the brand you operate under in front of your customers; the Legal name is your registered legal name. They may or may not be the same. Both are required and both appear on your documents.
Q: What do I put in "Tax identification number"?
A: The company's tax identifier: a VAT number if you are a company, a personal tax number if you are a sole trader, or a foreign resident number. The system validates the format (Ibero-Latin American identification document). It is optional, but the authorities require it for invoicing.
Q: It tells me the email already exists. Why?
A: The corporate Email has to be unique across the system: it cannot already be in use by another company. Enter a different address and the Save button will become available.
Q: I changed the trading name. Does that affect invoices already issued?
A: No. Invoices already issued keep the name they had when they were printed. Only new ones use the current name.
Q: I opened the window, made changes and then thought better of it. How do I leave without saving?
A: Click Cancel. It closes the window and discards the changes in the form without touching what was saved.