Organization Setup

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Overview

Your organization stores business information, branding, payment settings, and financial defaults that appear on all invoices and proposals.

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Business Profile

Your profile appears on all invoices, proposals, and client-facing documents.

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Setup

Go to Settings → Organization and enter: Business Name (Required) - Appears prominently on all invoices Contact Information

• Email and phone for client communications
• Full address (street, city, state/province, postal code, country)
• Website URL (optional)

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Branding & Customization

Make your invoices match your brand identity.

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Logo Upload

Go to Invoices → Customize → Upload Logo (PNG, JPG, or SVG)

• Recommended: 200x200px to 400x400px with transparent background
• Appears on all invoices and public pages

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Brand Color

Select your primary brand color in Settings → Organization. Applied to invoices, public pages, and buttons.

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Invoice Note Templates

Create reusable note templates in Invoices → Customize for common invoice notes like payment terms, thank you messages, and instructions. To create a template:

1. Go to Invoices → Customize
2. Click Add Note Template
3. Name your template (e.g., “Net 30 Terms”)
4. Enter the note text
5. Optionally set as default for all new invoices

Common templates: Payment instructions, thank you messages, late payment policies, bank transfer details

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Organization Prompt (Custom Instructions)

You can teach Every Agent about your business to get more relevant, accurate assistance. The Organization Prompt acts as a persistent briefing document that shapes every agent interaction. What to include:

• Business description and services
• Target clients
• Communication style (formal, friendly, etc.)
• Specific preferences for invoices or emails

To configure:

1. Open the Chat window
2. Click the Settings (gear icon) in the chat header
3. Edit the Organization Prompt

Learn more about Business Context

See full examples and best practices for customizing your agent.

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Financial Configuration

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Default Currency

Choose USD or CAD in Settings → Organization. Used for all new invoices (can override per invoice).

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Default Due Days

Set payment timeline (1-365 days) in Settings → Organization. Due date auto-calculates as: Issue Date + Default Due Days. Common values: Net 15, Net 30 (most common), Net 60, Due on Receipt (0-1 days)

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Sales Tax Default

Set your standard tax percentage in Settings → Organization. Applied to new offerings and invoices. Common values: 5% (Canadian GST), 13% (Ontario HST), 0% (no tax)

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Invoice Numbering

Automatic sequential numbering: INV-001, INV-002, INV-003, etc. You can manually set custom numbers when creating invoices (useful when migrating from another system).

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Payment Processing Setup

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Stripe Integration

Enable online credit card payments on your invoices. Connect: Settings → Payments → Connect Stripe Account → Complete onboarding (business details, bank account, identity verification) After connection:

• Invoices include “Pay Now” button
• Payments process automatically through Stripe
• Funds deposit to your bank account
• Invoice status updates to Paid automatically
• Processing fees: Typically 2.9% + $0.30 per transaction

Account Status:

• Enabled: Fully operational with payouts
• Payouts Disabled: Can accept payments, complete setup for payouts
• Restricted: Under review or needs more info

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Manual Payment Methods

Without Stripe, you can still track offline payments (cash, check, bank transfer, credit card, other) in the invoice detail page.

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Tax Management

Set Sales Tax Default percentage in Settings → Organization. Applied to new offerings and invoices with automatic calculations. All tax calculations are tax-exclusive (line item amount + tax = total). For example, a $100 line item with 13$113 total.

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How Organization Settings are Used

• Invoices: Business profile in headers, default currency, auto-calculated due dates, default notes
• Branding: Logo and brand color on all invoices and templates
• Payments: Stripe integration for online payments, automatic status tracking
• Tax: Default tax rate application and automatic calculations
• Public Pages: Branded invoice viewing for professional client experience

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Best Practices

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Troubleshooting

Logo not appearing: Check file size (under 5MB), format (PNG/JPG/SVG), re-upload, clear cache Stripe connection issues: Complete all onboarding steps, verify bank account, check status in Settings → Payments Tax not calculating: Verify sales tax default is set, check line item tax settings, enter rate as percentage (13, not 0.13) Default notes not appearing: Save settings after adding notes, refresh invoice page, create new invoices (drafts keep old settings)

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Next Steps

Once your organization is configured: