Set up your company in Flowtly

Set your formats, default currency, billing data, invoice name format and permission groups before you invite your team.

Getting startedBeginner10 minutesDay 1 of 30

Topics:Getting started

Before you start

Your organization exists. Before you invite anyone, set the details that everyone and every invoice will share: language and formats, the default currency, your company billing data and tax id, how invoices are named, and the permission groups people will join.

Everything here lives under Settings and saves one field at a time, so you can stop and come back later. The organization and invoicing pages open only for administrators.

What you will have at the end

Your organization has its formats, default currency, billing data, invoice name format and permission groups in place, ready for your team.

What you need

  • Administrator access to the organization.
  • Your company legal name, address, tax identification number and phone number, as they should appear on invoices.
  • The main currency you bill in and a rough idea of the roles people will have.

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Step-by-step

Complete the flow

  1. 1

    Open Settings

    Open Settings in the side menu. The page carries your organization name and groups its tiles into tabs: Workspace, People, Finance & Business, Advanced and Administration. Each tile opens one settings page. You see only the tabs and tiles your permissions allow, and an administrator sees all of them.

    Tips

    • Settings opens on the first tab your role can see.
    • Billing rates on the Advanced tab holds default prices for attributes. You can leave it until you have attributes to price.
  2. 2

    Choose language, formats and currency

    On the Administration tab, click Organization. The Organization settings page opens. In Localization & formats, set UI language, Date format, Amount format and Company default currency. When you change a value, a Save button appears for it. Click it to store that one setting, and a Success message confirms it.

    Tips

    • Company default currency lists only the currencies added to your organization. If yours is missing, open Settings → Finance & Business → Currencies, click Add currency and pick it.
    • These settings apply to the whole workspace, so pick the formats most of your team expects.
  3. 3

    Fill in the company profile and working week

    Stay on Organization settings. In Organization profile, enter the Short name of company and add your logo under Organization logo URL, either by clicking Upload or by typing the image address. In Fiscal calendar, select your Company working days and set the Company start date.

    Tips

    • If the logo address is not a valid web address, the field shows an error and its Save button stays hidden.
  4. 4

    Enter your billing data and tax id

    Go back to Settings, open the Finance & Business tab and click Invoicing settings. The Billing data card holds the seller details your customers see on your invoices. Fill in Company tax identification number, Organization billing name, Organization billing street, Organization billing postal code, Organization billing city, Organization billing country and Organization billing phone number. Save each field as you go.

    Tips

    • Set Organization billing country early. The Default VAT rate list further down this page follows it.
    • Use the legal name and address exactly as they must appear on an invoice.
  5. 5

    Set the invoice name format and VAT default

    On the same page, find Invoice format & payment terms. Enter the Invoice name format your invoices should follow and click Save. Then, under Invoice defaults, pick a Default VAT rate for new invoices. The change saves as soon as you pick it.

    Tips

    • Agree the invoice name format with your accountant before you issue the first invoice.
  6. 6

    Create permission groups

    Open Settings → People → Permission groups. A permission group is a reusable bundle of permissions you assign to people. While you have no groups, the page offers Quick start with a preset. Click a preset to open Create Permission Group with its name, description and permissions filled in, adjust them, then click Create group. To build your own from scratch, click Create group at the top of the page.

    Tips

    • Editing a group changes what its members can do, for every member, straight away.
    • The Business owner preset is a full administrator. Keep it for the people who run settings and billing.
    • Once you have groups, the remaining presets appear under Add another preset.

You’re finished!

Your company is set up. Next, add your first team member and assign them one of the permission groups you just created.

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