🏢 Company Settings
Company Settings Guide
Company settings are the control center for your entire Otutu system. They determine how your business appears to the world, how documents are formatted, and how the system behaves for everyone in your organization. These settings ensure consistency, professionalism, and compliance across all financial operations.
Why This Matters
Without properly configured company settings, your business risks looking unprofessional, facing compliance issues, and creating confusion for employees and customers. Proper settings ensure:
All documents have consistent branding and formatting
Financial calculations use the correct currency and tax rules
Users have the right level of access to sensitive information
Reports and statements meet legal and regulatory requirements
Prerequisites
Administrator access permissions
Understanding of your business requirements
Company registration and legal information
Company Profile Management
Overview
Your company profile is your business's digital identity in Otutu. This information appears on invoices, reports, and official documents, creating a professional image and ensuring legal compliance.
Step-by-Step Instructions
1. Access Company Profile
📸 Image Placeholder: Gear icon and settings menu screenshot
Click the gear icon in the top right corner
Select "Company Profile" from the Settings menu
View your current profile information
2. Configure Basic Information
📸 Image Placeholder: Basic information form screenshot
Email Address: Primary business email for client communications
Phone Number: Business phone number for customer service
3. Upload Company Logo
📸 Image Placeholder: Logo upload interface screenshot
Click the logo upload area
Select a high-quality image (PNG or JPEG, max 2MB)
Recommended size: 200x200 pixels
System automatically resizes and crops to 1:1 ratio
Logo appears on all invoices and documents
4. Set Address Information
📸 Image Placeholder: Address information form screenshot
Street Address: Physical business location
City, State/Province, Postal Code: Complete address for legal documents
Country: Determines tax calculations and currency options
Address Validation: System warns if information is incomplete
5. Configure Legal and Compliance
📸 Image Placeholder: Legal/compliance configuration screenshot
Entity Type: Select your business structure (Sole Proprietorship, LLC, Corporation, etc.)
Tax ID: Enter your tax identification number
Legal Requirements: Different entity types have different tax and reporting obligations
Tips and Best Practices
Use a high-quality logo that represents your brand well
Keep address and contact details current
Ensure entity type and tax ID are accurate for legal compliance
Complete addresses prevent shipping delays and tax errors
Company Defaults Configuration
Overview
Company defaults establish baseline settings that apply to all financial operations, ensuring consistency and efficiency by pre-configuring common choices.
Step-by-Step Instructions
1. Access Company Defaults
📸 Image Placeholder: Company Defaults screen screenshot
Navigate to Settings → Company Defaults
View current default settings
2. Set Default Bank Account
📸 Image Placeholder: Bank account selection screenshot
Primary Bank Account: Select main business checking account
Account Display: Shows account name with currency badge
Usage: Suggested for most transactions by default
Flexibility: Can choose different accounts for specific transactions
3. Configure Currency Settings
📸 Image Placeholder: Currency configuration screenshot
Primary Currency: Main business currency (USD, EUR, GBP, etc.)
Currency Lock: Cannot be changed after company creation
Multi-Currency: Reports convert to this default currency
Exchange Rates: System updates daily
Tips and Best Practices
Select the currency used for most operations
Choose the most frequently used bank account for payments
Consider future international business needs
Localization Settings
Overview
Localization settings adapt Otutu to your region, language, and business practices, ensuring dates, times, numbers, and fiscal periods match local conventions and legal requirements.
Step-by-Step Instructions
1. Access Localization Settings
📸 Image Placeholder: Localization settings screenshot
Navigate to Settings → Localization
View current regional settings
2. Configure General Settings
📸 Image Placeholder: Language & timezone selection screenshot
Language: Preferred interface language
Timezone: Business timezone for accurate date/time calculations
Impact: Affects due dates, reporting periods, and transaction timestamps
3. Set Date and Time Formats
📸 Image Placeholder: Date/time format screenshot
Date Format: MM/DD/YYYY, DD/MM/YYYY, etc.
Time Format: 12-hour or 24-hour clock
Week Start: Sunday or Monday
Live Preview: Changes apply immediately
4. Configure Financial and Fiscal Settings
📸 Image Placeholder: Fiscal year & number formatting screenshot
Number Format: Decimal and thousand separators
Percent Position: Before or after numbers
Fiscal Year End: Month and day selection
Reporting Impact: Affects annual reports and tax calculations
Tips and Best Practices
Set timezone to primary business location
Align fiscal year with tax year or business cycle
Use local formats for regulatory compliance
Choose formats that are easy for your team to read
Document Templates and Defaults
Overview
Document templates ensure consistent, professional appearance across invoices, bills, and estimates. They control numbering, formatting, and visual branding.
Step-by-Step Instructions
1. Access Document Templates
📸 Image Placeholder: Document Templates screen screenshot
Navigate to Settings → Document Templates
View templates by document type
2. Configure General Settings
📸 Image Placeholder: Numbering and discount configuration screenshot
Number Prefix: Set prefixes (INV-, BILL-, EST-)
Payment Terms: Default terms for new documents
Discount Method: Default discount calculation
3. Customize Visual Design
📸 Image Placeholder: Branding customization screenshot
Document Logo: Upload logo specific for documents
Show Logo: Toggle visibility on documents
Accent Color: Brand color for document elements
Font Selection: Typography for document text
4. Select Document Template
📸 Image Placeholder: Template selection screenshot
Template Style: Choose available layouts
Live Preview: See changes in real-time
Template Types: Different layouts for invoices, bills, estimates
5. Configure Column Labels
📸 Image Placeholder: Custom field label configuration screenshot
Item Name: Customize product/service column label
Quantity Label: Rename quantity column
Price Labels: Customize price/amount column names
Custom Options: Use "Other" for additional labels
Tips and Best Practices
Ensure brand consistency across documents
Use clear, sequential numbering systems
Test templates before sending to clients
Follow industry conventions for layout
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