{"id":2843,"date":"2026-07-28T10:33:21","date_gmt":"2026-07-28T10:33:21","guid":{"rendered":"https:\/\/viaspaces.com\/?post_type=docs&p=2843"},"modified":"2026-07-29T12:19:21","modified_gmt":"2026-07-29T12:19:21","password":"","slug":"settings","status":"publish","type":"docs","link":"https:\/\/viaspaces.com\/de\/Documentation\/settings\/","title":{"rendered":"Settings"},"content":{"rendered":"\n

In this help doc: how to configure an account \u2014 the company profile, banking, tax, users, document rules, approvals, notifications, formatting, and billing.<\/p>\n\n\n\n

Settings apply to one account. Values set here appear on documents and govern account-wide behavior. Open Settings from the sidebar; it expands into nine areas grouped as basic<\/strong> (My Account), banking<\/strong> (Bank Details), and advanced<\/strong> (all others).<\/p>\n\n\n\n

<\/div>\n\n\n\n

My Account<\/h2>\n\n\n\n

My Account is the company profile \u2014 the basic identity that appears on documents. It is organized into tabs: General<\/strong>, Tax Registration<\/strong>, Locations<\/strong>, Contacts<\/strong>, and Social Media<\/strong>.<\/p>\n\n\n\n

The General<\/strong> tab holds:<\/p>\n\n\n\n

<\/div>\n\n\n\n
Field<\/th>Value<\/th><\/tr><\/thead>
Company logo<\/strong><\/td>Image on documents. Minimum 300 \u00d7 300 px; .png, .jpg, .jpeg.<\/td><\/tr>
Company Name<\/strong><\/td>Registered company name.<\/td><\/tr>
Account Nickname<\/strong><\/td>Label shown in the account list.<\/td><\/tr>
Default Currency<\/strong><\/td>Currency used across the account and for Dashboard totals.<\/td><\/tr>
Address<\/strong><\/td>Company address.<\/td><\/tr>
Company Registration No.<\/strong><\/td>Business registration number.<\/td><\/tr>
Tax Registration \/ ID<\/strong><\/td>Tax identification number.<\/td><\/tr>
Tax Jurisdiction Code<\/strong><\/td>Country code for tax (for example, DE).<\/td><\/tr>
Show Welcome Screen<\/strong><\/td>Shows or hides the welcome screen.<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n
<\/div>\n\n\n\n
\n
\"\"<\/figure>\n\n\n\n

Note: <\/strong>Lock and delete actions are at the bottom of the General tab, under Business Account Management. See Account lock and deletion<\/em> below.<\/p>\n<\/div>\n\n\n\n

<\/div>\n\n\n\n

(screenshot: My Account, General tab with logo, company fields, and Default Currency)<\/em><\/p>\n\n\n\n

<\/div>\n\n\n\n

Account lock and deletion<\/h3>\n\n\n\n

Business Account Management holds two account-level actions.<\/p>\n\n\n\n

<\/div>\n\n\n\n
Action<\/th>Effect<\/th><\/tr><\/thead>
Lock Account<\/td>Temporarily suspends the account and sets it dormant, with no ability to conduct transactions. An Administrator unlocks it.<\/td><\/tr>
Delete Account<\/td>Sets a deletion mark. After 30 days the account and all documents are removed with no recovery option.<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n
<\/div>\n\n\n\n

(screenshot: Business Account Management with Lock Account and Delete Account buttons)<\/em><\/p>\n\n\n\n

The remaining tabs:<\/p>\n\n\n\n

<\/div>\n\n\n\n
Tab<\/th>Content<\/th><\/tr><\/thead>
Tax Registration<\/td>Tax registrations by country and type.<\/td><\/tr>
Locations<\/td>Additional addresses: Location Name, Street, City, ZIP Code, Country.<\/td><\/tr>
Contacts<\/td>Contact people with Full Name, Title, E-mail, Phone Number, and a Primary flag.<\/td><\/tr>
Social Media<\/td>Website and social profile links.<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n
<\/div>\n\n\n\n

Bank Details<\/h2>\n\n\n\n

Bank Details holds the bank accounts shown on documents. Each entry records:<\/p>\n\n\n\n

<\/div>\n\n\n\n
Field<\/th>Value<\/th><\/tr><\/thead>
Bank Account Name<\/td>Name of the account.<\/td><\/tr>
Currency<\/td>Currency of the account.<\/td><\/tr>
Account Number<\/td>Account number.<\/td><\/tr>
Address<\/td>Bank address.<\/td><\/tr>
Main<\/td>Marks the default account used on documents.<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n
<\/div>\n\n\n\n

Add an account with Add New<\/strong>.<\/p>\n\n\n\n

(screenshot: Bank Details list with Bank Account Name, Currency, Account Number, and Main columns)<\/em><\/p>\n\n\n\n

<\/div>\n\n\n\n

Tax Rates<\/h2>\n\n\n\n

Tax Rates defines the tax percentages used in document calculations. Each rate has a Tax Rate Name<\/strong>, a Tax Rate<\/strong> percentage, and a status of Active<\/strong> or Disabled<\/strong>. A disabled rate is retained but not offered on new documents. Add a rate with Add New<\/strong>.<\/p>\n\n\n\n

(screenshot: Tax Rates list with Tax Rate Name, Tax Rate, and Active\/Disabled status)<\/em><\/p>\n\n\n\n

<\/div>\n\n\n\n

User Management<\/h2>\n\n\n\n

User Management controls who can enter the account and what they can do. It has three tabs: Users<\/strong>, Groups<\/strong>, and Roles<\/strong>.<\/p>\n\n\n\n

Users<\/h3>\n\n\n\n

The Users tab lists users with E-mail, Name, Roles, Workspaces, Groups, and status (Active or Inactive). Each row can be viewed, edited, or deleted.<\/p>\n\n\n\n

Add a user with Invite<\/strong>, a three-step flow:<\/p>\n\n\n\n

    \n
  1. Invitation<\/strong> \u2014 enter the E-mail<\/strong>, select Groups<\/strong>, and set User Permissions<\/strong> (Roles).<\/li>\n\n\n\n
  2. Complete the remaining steps.<\/li>\n\n\n\n
  3. Send the invitation. The user appears with an invited status until accepted.<\/li>\n<\/ol>\n\n\n\n

    (screenshot: Users tab list, and the Add New User invitation dialog)<\/em><\/p>\n\n\n\n

    <\/div>\n\n\n\n

    Groups<\/h3>\n\n\n\n

    The Groups tab lists user groups with Group name, Users count, Roles, and Workspaces. Add a group with Add New Group<\/strong>.<\/p>\n\n\n\n

    <\/div>\n\n\n\n
    Field<\/th>Value<\/th><\/tr><\/thead>
    Name<\/td>Group name.<\/td><\/tr>
    Description<\/td>Group description.<\/td><\/tr>
    Users<\/td>Members of the group.<\/td><\/tr>
    Roles<\/td>Roles granted to the group.<\/td><\/tr>
    Subgroups<\/td>Groups nested inside this group.<\/td><\/tr>
    Workspaces<\/td>Workspaces assigned to the group.<\/td><\/tr>
    Partners<\/td>Partners assigned to the group.<\/td><\/tr>
    Optional Settings<\/td>Custom permission filters \u2014 Permission’s Filter Name, Permission Object, and a Predicate for field-level access.<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n
    <\/div>\n\n\n\n

    (screenshot: Groups tab, and the Add Group dialog with Optional Settings expanded)<\/em><\/p>\n\n\n\n

    <\/div>\n\n\n\n

    Roles<\/h3>\n\n\n\n

    The Roles tab lists the account’s roles with the number of users and groups holding each. Roles are assigned to users and groups here.<\/p>\n\n\n\n

    <\/div>\n\n\n\n
    \n
    \"\"<\/figure>\n\n\n\n

    Note: <\/strong>For the meaning of each role, see the Users and Access Rights page.<\/p>\n<\/div>\n\n\n\n

    <\/div>\n\n\n\n

    (screenshot: Roles tab listing Administrator, Document.Contributor, and other roles)<\/em><\/p>\n\n\n\n

    <\/div>\n\n\n\n

    Document Controls<\/h2>\n\n\n\n

    Document Controls defines document rules across the account. It has two tabs: Document Numbering<\/strong> and Document Subtypes<\/strong>.<\/p>\n\n\n\n

    <\/div>\n\n\n\n

    Document Numbering<\/h3>\n\n\n\n

    Document Numbering sets the number format for each document category. Categories are predefined by purpose (for example, 100 – Product Info Documents, 300 – Purchase Orders, 500 – Billing and Invoicing). Each row shows the Pattern<\/strong> and the Next Sequence Number<\/strong>.<\/p>\n\n\n\n

    Edit a pattern by dragging and dropping fields:<\/p>\n\n\n\n

    <\/div>\n\n\n\n
    Field<\/th>Purpose<\/th><\/tr><\/thead>
    Year<\/td>Inserts the year.<\/td><\/tr>
    Month<\/td>Inserts the month.<\/td><\/tr>
    Custom Text<\/td>Inserts fixed text.<\/td><\/tr>
    Sequence Number<\/td>Inserts the incrementing number.<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n
    <\/div>\n\n\n\n

    A Pattern preview<\/strong> shows the resulting number as fields are arranged.<\/p>\n\n\n\n

    (screenshot: Document Numbering list with Pattern and Next Sequence Number; Edit Document Numbering dialog with draggable fields and Pattern preview)<\/em><\/p>\n\n\n\n

    <\/div>\n\n\n\n

    Document Subtypes<\/h3>\n\n\n\n

    Document Subtypes defines subtypes for uploaded documents (for example, Other, Invoice). Add a subtype with Add new<\/strong>.<\/p>\n\n\n\n

    (screenshot: Document Subtypes list)<\/em><\/p>\n\n\n\n

    <\/div>\n\n\n\n

    Approval List<\/h2>\n\n\n\n

    An Approval List is a reusable, named group of approvers applied to documents. Each list has an Approval List Name<\/strong>, a Users<\/strong> count, and a status of Active<\/strong> or Inactive<\/strong>. Inactive lists are not offered when approvers are set on a document.<\/p>\n\n\n\n

    Create or edit a list:<\/p>\n\n\n\n

      \n
    1. Click Add New<\/strong> or edit an existing list.<\/li>\n\n\n\n
    2. Enter the Approval List Name<\/strong>.<\/li>\n\n\n\n
    3. Set the Active<\/strong> toggle.<\/li>\n\n\n\n
    4. Select Users<\/strong> for the list.<\/li>\n\n\n\n
    5. Save.<\/li>\n<\/ol>\n\n\n\n
      <\/div>\n\n\n\n
      \n
      \"\"<\/figure>\n\n\n\n

      Note: <\/strong>Applying an approval list to a document is done when sending. See the Sending and Receiving Documents page.<\/p>\n<\/div>\n\n\n\n

      <\/div>\n\n\n\n

      (screenshot: Approval Lists with Active status; Edit Approval List dialog with the Users selector)<\/em><\/p>\n\n\n\n

      <\/div>\n\n\n\n

      Notifications<\/h2>\n\n\n\n

      Notifications control which document events send an alert and how. It has two tabs: General<\/strong> and External Gateway<\/strong>.<\/p>\n\n\n\n

      Each event has two controls:<\/p>\n\n\n\n

      <\/div>\n\n\n\n
      Control<\/th>Options<\/th>Set by<\/th><\/tr><\/thead>
      Account Settings<\/td>Mandatory, Enabled, Disabled<\/td>Administrator<\/td><\/tr>
      User Settings<\/td>Email & App, App<\/td>User<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n
      <\/div>\n\n\n\n

      Account Settings and User Settings work together:<\/p>\n\n\n\n

      <\/div>\n\n\n\n
      Account Settings<\/th>Result<\/th><\/tr><\/thead>
      Mandatory<\/td>The notification is always on. Users cannot turn it off.<\/td><\/tr>
      Enabled<\/td>The notification is on. Each user chooses the channel in User Settings.<\/td><\/tr>
      Disabled<\/td>The notification is off for everyone.<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n
      <\/div>\n\n\n\n

      Events on the General tab: Document Approved \/ Rejected<\/strong>, Document For Approval<\/strong>, Document Sent<\/strong>, Document Received<\/strong>, and Summary Notification<\/strong>. Summary Notification has a frequency setting of Daily, Weekly, or Monthly.<\/p>\n\n\n\n

      Save with Save Changes<\/strong>.<\/p>\n\n\n\n

      <\/div>\n\n\n\n
      \n
      \"\"<\/figure>\n\n\n\n

      Note: <\/strong>Delivery follows each user’s own settings within the limits set by the Administrator.<\/p>\n<\/div>\n\n\n\n

      <\/div>\n\n\n\n

      (screenshot: Notifications General tab showing the Account Settings and User Settings columns per event)<\/em><\/p>\n\n\n\n

      <\/div>\n\n\n\n

      Date, Time, Number Formatting<\/h2>\n\n\n\n

      This area sets how dates, times, and numbers display. It has two tabs: Display<\/strong> (the application interface) and Documents<\/strong> (generated documents).<\/p>\n\n\n\n

      <\/div>\n\n\n\n
      Group<\/th>Options<\/th><\/tr><\/thead>
      Date Formatting<\/td>Date pattern, for example D. M. YYYY.<\/td><\/tr>
      Time Formatting<\/td>Local Time and time pattern, for example H:mm.<\/td><\/tr>
      Number Formatting<\/td>Thousands separator and decimal separator.<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n
      <\/div>\n\n\n\n

      Each group shows a Pattern preview<\/strong>. The Account Settings<\/strong> column sets the account default. When it is set to User Overwrite<\/strong>, a User Settings<\/strong> column appears and each user can set their own format.<\/p>\n\n\n\n

      Save with Save Changes<\/strong>.<\/p>\n\n\n\n

      (screenshot: Date, Time & Number formatting, Display tab, showing Account Settings and User Settings with pattern previews)<\/em><\/p>\n\n\n\n

      <\/div>\n\n\n\n

      Subscriptions & Billing<\/h2>\n\n\n\n

      Subscriptions & Billing manages the account’s plan and billing cycle. Each account carries its own subscription.<\/p>\n\n\n\n

      <\/div>\n\n\n\n
      Control<\/th>Function<\/th><\/tr><\/thead>
      Business \/ Personal<\/td>Selects the plan family.<\/td><\/tr>
      Monthly \/ Annual<\/td>Sets the billing cycle.<\/td><\/tr>
      Select<\/td>Applies a plan.<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n
      <\/div>\n\n\n\n

      The plan sets the account limits \u2014 the number of users and the number of transactions (Send & Upload). Receiving is unlimited on all plans, and transactions over the limit are billed per transaction. When the user limit is reached, adding a user shows an Update plan<\/strong> option.<\/p>\n\n\n\n

      <\/div>\n\n\n\n
      \n
      \"\"<\/figure>\n\n\n\n

      Note: <\/strong>For current plans, limits, and prices, see [viaspaces.com\/pricing](https:\/\/viaspaces.com\/pricing\/).<\/p>\n<\/div>\n\n\n\n

      <\/div>\n\n\n\n

      (screenshot: Subscriptions & Billing with the Business\/Personal switch, Monthly\/Annual toggle, and plan cards)<\/em><\/p>\n\n\n\n

      <\/p>\n","protected":false},"excerpt":{"rendered":"

      In this help doc: how to configure an account \u2014 the company profile, banking, tax, users, document rules, approvals, notifications, formatting, and billing. Settings apply to one account. Values set here appear on documents and govern account-wide behavior. Open Settings from the sidebar; it expands into nine areas grouped as basic (My Account), banking (Bank […]<\/p>\n","protected":false},"author":3,"featured_media":0,"comment_status":"closed","ping_status":"closed","template":"","meta":{"iawp_total_views":15,"footnotes":""},"doc_category":[59],"glossaries":[],"doc_tag":[],"class_list":["post-2843","docs","type-docs","status-publish","hentry","doc_category-documentation"],"year_month":"2026-08","word_count":1204,"total_views":"28","reactions":{"happy":"0","normal":"0","sad":"0"},"author_info":{"name":"Veronika Nedecka","author_nicename":"veronika-nedecka","author_url":"https:\/\/viaspaces.com\/de\/author\/veronika-nedecka\/"},"doc_category_info":[{"term_name":"Documentation","term_url":"https:\/\/viaspaces.com\/de\/docs-category\/documentation\/"}],"doc_tag_info":[],"knowledge_base_info":[],"knowledge_base_slug":[],"_links":{"self":[{"href":"https:\/\/viaspaces.com\/de\/wp-json\/wp\/v2\/docs\/2843","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/viaspaces.com\/de\/wp-json\/wp\/v2\/docs"}],"about":[{"href":"https:\/\/viaspaces.com\/de\/wp-json\/wp\/v2\/types\/docs"}],"author":[{"embeddable":true,"href":"https:\/\/viaspaces.com\/de\/wp-json\/wp\/v2\/users\/3"}],"replies":[{"embeddable":true,"href":"https:\/\/viaspaces.com\/de\/wp-json\/wp\/v2\/comments?post=2843"}],"version-history":[{"count":5,"href":"https:\/\/viaspaces.com\/de\/wp-json\/wp\/v2\/docs\/2843\/revisions"}],"predecessor-version":[{"id":2884,"href":"https:\/\/viaspaces.com\/de\/wp-json\/wp\/v2\/docs\/2843\/revisions\/2884"}],"wp:attachment":[{"href":"https:\/\/viaspaces.com\/de\/wp-json\/wp\/v2\/media?parent=2843"}],"wp:term":[{"taxonomy":"doc_category","embeddable":true,"href":"https:\/\/viaspaces.com\/de\/wp-json\/wp\/v2\/doc_category?post=2843"},{"taxonomy":"glossaries","embeddable":true,"href":"https:\/\/viaspaces.com\/de\/wp-json\/wp\/v2\/glossaries?post=2843"},{"taxonomy":"doc_tag","embeddable":true,"href":"https:\/\/viaspaces.com\/de\/wp-json\/wp\/v2\/doc_tag?post=2843"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}