Set up your company
Set your workspace name, time zone and base currency, add your legal entities and bank accounts, and check currencies, exchange rates, taxes and payment terms.
Before your team starts, set up the details APROS uses everywhere: the workspace name and time zone, the base currency, your legal entities and bank accounts, and the currencies, taxes and payment terms that invoices and deals use.
Before you begin
You need these permissions. The Administrator role has all of them; see Roles and permissions.
| Permission | What it allows |
|---|---|
UPDATE_ORGANIZATION | Open Settings → Organization and Settings → System, and change currencies. |
MANAGE_FINANCE_SETTINGS | Add and change legal entities, bank accounts, exchange rates, tax rates and payment terms. |
Legal entities, exchange rates, tax rates and payment terms belong to the Finance module. If an administrator switched Finance off in Settings → System → Modules, these lists are not available.
1. Set the workspace basics
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Go to Settings → System → General.
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Set the Platform Name, which your team sees at the top of the sidebar, and the Timezone. The time zone is used for the whole organization: booking, calendar and work-day tracking default to it.
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Under Display Formats, choose the Date Format, Time Format and Number Format.
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Under Currency, choose the Base Currency and how amounts show (Currency Display). APROS converts deal totals and finance reports into the base currency.
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Click Save Changes.
To show your logo in the sidebar and on the sign-in page, upload it under Platform Logo on the same page.
The Base Currency list shows the currencies in your currency list. If yours is missing, add it first (section 3), then come back.
2. Add your legal entities and bank accounts
A legal entity is the company that issues your invoices and documents. You can have several; each invoice uses one of them.
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Go to Settings → Organization → Legal Entities.
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Click Add Legal Entity.
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Fill in Name and Legal Name (both required), then the details you want on documents: Party type, signatory, Tax ID, Registration Number, VAT number, Legal Address, Country and contacts.
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Select Default legal entity if this is the entity new documents should use, then click Create.
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To add a bank account, open the row's menu and choose Bank Accounts, then click Add Account. Fill in Bank Name and Account Number (required), and IBAN, SWIFT and Currency as needed. Select Default bank account for the account documents should prefer, then click Create.
Add a bank account in every currency you invoice in. On invoices and documents APROS prints an active bank account in the document's currency, preferring the default one. If the legal entity has no account in that currency, APROS refuses to issue the document rather than print the details of an account in another currency.
When APROS creates an invoice for you, for example from a deal, it uses the default legal entity.
The other tabs in Settings → Organization:
- Brand: logos, brand colours, fonts, social profiles, and which legal entity and contacts are printed on generated documents.
- Documents: one number series per document type (prefix, padding, reset period, next number) and defaults for new invoices.
- Usage: what your workspace uses — users, storage and AI — against its limits.
3. Check currencies and exchange rates
A new workspace already has ten common currencies: USD, EUR, UAH, GBP, PLN, CHF, JPY, CAD, AUD and CNY.
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Go to Settings → System → Reference Data, and under Finance click Currencies.
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To add a currency, click Add Currency and fill in Code (the three-letter ISO 4217 code), Symbol, Name and Decimal Places. Keep Active on, then click Create.
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Click Exchange Rates. To load rates, click a provider: Monobank (market), ECB, NBU or CBR. To enter a rate yourself, click Add Rate and fill in From Currency, To Currency, Rate and Date.
If the newest rate is more than 7 days old, APROS warns that Exchange rates are out of date, because amounts converted to your base currency may be wrong. Load fresh rates from a provider.
4. Check taxes and payment terms
A new workspace starts with example tax rates (No Tax, VAT 20%, VAT 7%, Sales Tax 10%) and payment terms from 7 to 90 days. Keep the ones you use and add your own.
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Go to Settings → System → Reference Data, and under Finance click Tax Rates.
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Click Add Tax Rate. Fill in Name, Code, Rate and Type (Percentage or Fixed). Select Default for the rate new lines should use, keep Active on, and click Create.
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Click Payment Terms, then Add Payment Term. Fill in Name, Code, Days and Type, select Default payment term if new invoices should use it, and click Create. An invoice's due date follows its payment term.