Set up administrations

An administration is one of your own legal companies with its own bookkeeping. It decides how invoices and quotes are numbered, the payment term, which e-mails are sent for invoices, reminders and quotes, and which terms and conditions are printed. Every invoice and quote belongs to one administration. Most companies have one; groups with several legal entities create one per entity.

Create an administration

1. Open the side menu (☰) and choose Administrations.
2. Click + Create administration.
3. Enter the Name and choose your own company in Business. Its details appear as the sender on invoices and quotes.
4. Enter the Numbering format and the Numbering length (see below).
5. Enter the payment term in The amount of days the invoice is due in, for example 30.
6. Expand Invoice Message Automations and choose the automations for sending, the first, second and third reminder and the paid confirmation.
7. Enter the Invoice terms and add standard invoice documents, such as your general terms.
8. Expand Quote message automations, choose the quote automation and enter the Quotation conditions.
9. Expand Transport Order Message Automations and enter the Transport order terms.
10. Switch on Primary if this is your main administration, then click Save.

Invoice and quote numbering

Numbering is a template with placeholders. The default is {{year}}-{{id}}.

Placeholder	Becomes
{{year}}	The year, for example 2026.
{{year2digits}}	The year in two digits, for example 26.
{{month}}	The month.
{{dayOfYear}}	The day of the year.
{{id}}	The sequence number within the year, padded with zeros so the whole number is Numbering length characters long.

Primary administration

There is always exactly one primary administration. It is selected by default in the Financial view and used when no administration is chosen, for example for capacity contracts. Marking another administration as primary takes the flag away from the current one.

Automatic e-mails

The message automations you choose decide what customers receive: the invoice e-mail with the PDF when you click Send, the payment reminders, and the quote e-mail. If no automation is chosen, nothing is e-mailed and you share the document yourself. See Message automations.

Edit or remove an administration

1. Open the side menu (☰) and choose Administrations.
2. Find the administration in the list. Filter on business or creation date if you have many.
3. Click Edit, make your changes and click Save.
4. To delete it, click Remove and confirm.