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Settings

Settings is where you configure the load-bearing parts of SolaBooks: your organization profile, taxes, currencies, document numbering, PDF templates, pricing, approval workflows, fiscal periods, and recurring templates. Most of these only need to be set once per organization.

Open Settings from the sidebar rail. The page is titled "Settings — System configuration & preferences" and shows every section as a card, grouped by area. Which cards you see depends on your role and your subscription plan: Owners see everything; other roles see less; plan-dependent sections stay hidden on plans that don't include them. If a card you expect is missing, check Plan & Features or ask your workspace administrator.

The Settings sections

Organization & General

  • General Settings — your organization's name, registration number, contact details, logo, and formats. What you enter here prints on your documents, so review it before sending your first invoice.
  • Plan & Features — see your active plan and which features it includes. Start here whenever a feature you expected seems to be missing.
  • Organizations — the organizations you belong to and which one is active.
  • Contacts & Parties — how customers, suppliers and other parties are organized.
  • Organization Setup — review the answers from the setup wizard (country, tax regime, chart) and see if anything is inconsistent.

Accounting & Tax

  • Account Defaults — the ledger accounts SolaBooks proposes automatically on new transactions (sales, receivables, payables, inventory, rounding, and so on). Set these once and every new document starts with sensible accounts.
  • Taxes — tax codes and rates, and your VAT regime. You'd come here when a rate changes, when you register for VAT, or when you need a new code such as reverse charge. See Taxes & VAT.
  • Currencies — turn additional currencies on or off. This page only controls which currencies are available; actual conversion uses dated exchange rates. Available on multi-currency plans — see Multi-currency.
  • Precision & Lock Date — decimal precision for amounts, and the lock date that stops anyone posting into closed periods. See Fiscal years and lock dates.
  • Dimensions — analytic tags (Department, Cost Centre, Region…) you can put on transaction lines and then report by. Plan-dependent — see Dimensions & custom fields.
  • Custom Fields — add your own fields (text, number, date, dropdown) to invoices, bills, customers, suppliers and items. Plan-dependent — see Dimensions & custom fields.
  • Mileage Settings — the per-kilometre rate and defaults used by Mileage logs.

Documents & Numbering

  • Numbering Sequences — the numbering rules for every document type: prefix, padding, next number, and an optional per-fiscal-year reset. Set these before you issue your first documents; changing a running sequence later can create confusing gaps.
  • PDF Templates — how your printed and emailed documents look: designs, colours, fonts, logos, and per-customer overrides. See PDF templates.

Pricing & Segmentation

Plan availability: this section depends on your subscription. If you don't see it, your plan may not include it — see Subscriptions & billing in your Solavel workspace, or ask your workspace owner.

  • Price Lists — named sets of item prices (for example a wholesale list and a retail list) you can attach to customers or documents.
  • Pricing Rules — automatic price adjustments such as quantity breaks.
  • Customer Groups — group customers and give each group its own default price list.

See Pricing & price lists for how prices are chosen on a document line.

Workflows & Automation

  • Approval Workflow — require documents to be approved before they post. Each step has a name, an approver, and an amount threshold. Use it when you want a second pair of eyes on large invoices, bills or payments. See Workflow & approvals.
  • Sales Workflow — the sales-specific rules: whether quotes and sales orders need internal approval before they go to the customer.

Accounting Periods

  • Fiscal Years — define your fiscal years and year-end.
  • Periods — open, close and lock accounting periods. Once a period is locked, nothing can be posted, unposted or reversed inside it until it's reopened. See Fiscal years and lock dates.

Recurring Transactions

  • All Templates — every recurring template (invoices, sales receipts, bills, expenses, journal entries) in one list: schedule, status ("Active", "Paused", "Cancelled") and run history. Plan-dependent — see Recurring transactions.

Integrations

Plan availability: this feature depends on your subscription.

  • API Access — create and manage keys that let other software read from and write to your books, and review usage. You'd need this when connecting an external system; keep keys secret and remove ones you no longer use.

Common tasks

  • Set up document numbering → Documents & Numbering → Numbering Sequences.
  • Manage taxes → Accounting & Tax → Taxes, or the deep-dive at Taxes & VAT.
  • Turn on more currencies → Accounting & Tax → Currencies (multi-currency plans) — see Multi-currency.
  • Price lists & customer groups → Pricing & Segmentation (plan-dependent) — see Pricing.
  • Approval workflows → Workflows & Automation — see Workflow & approvals.
  • Fiscal years & periods → Accounting Periods — see Fiscal years and lock dates.
  • Recurring templates → Recurring Transactions — see Recurring.
  • API access → Integrations (plan-dependent).

Behaviour and rules

  • If a settings card is missing, it's either not in your plan (check Plan & Features) or not allowed for your role (ask your workspace administrator).
  • The base currency is fixed after finance setup — you cannot change it once transactions exist.
  • Sequence numbers are unique per fiscal year if "reset per year" is on; otherwise they run continuously.
  • New custom fields and dimensions apply to new transactions only — historical postings are unchanged.

Related

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