Settings

Settings (the menu group) holds everything organizational and administrative: your organization’s financial defaults, enabled currencies and exchange rates, tax rates, tracking categories, team members, document templates, audit history, billing, opening balances, developer/API access, and data import/export.

Organization

Settings → Organization — your organization’s identity and how documents present.

Organization Details — name, logo, phone, website, registration number, address.
Regional Preferences — country / region, organization date format, default paper size, mileage unit, and timezone. Admins can adjust each choice and click Save Changes.
Default Document Templates — pick the default template per document type (Invoice, Bill, Payment Receipt, Credit Note, Quote, Purchase Order).
Letterhead — choose whether your logo and organization name appear in the letterhead of generated PDFs.

Regional Preferences

During onboarding, choose the Country / Region this organization’s books are based in. AccountFUN sets up starter accounts and tax settings and selects regional defaults for date format, paper size, and mileage units. Date format is selected automatically; there is no extra setup question.

Manage these together in Settings → Organization → Regional Preferences:

Preference	Where it applies
Country / Region and State / Province where available	The organization’s country and regional tax setup.
Date Format	Documents, emails, printouts, readable exports, and users following the organization default. See Date formats.
Default Paper Size	Wording documents and new design templates. Saved design templates keep their own paper size.
Mileage Unit	New mileage claims and route suggestions. Existing claims keep their original unit.
Organization Timezone	What counts as today, timestamp display, and scheduled work. Existing transaction dates stay on the same calendar day.

Existing organizations and older backups without a paper preference retain A4 wording output. New organizations use their country’s paper default.

Changing the country keeps your saved preferences, accounts, and tax rates. Use Country Defaults resets the date format, paper size, and mileage unit for the selected country; click Save Changes to apply. The timezone stays independent because a country can span several timezones.

Tax templates are managed under Region Specific Add-ons. Applying a tax template keeps your date format, paper size, and mileage choice. Base currency and financial year end remain separate financial settings.

Financial Settings

Settings → Financial Settings — the core financial configuration.

Base Currency — locked at creation; cannot be changed.
Tax Defaults — whether sales and purchases default to Tax Inclusive, Tax Exclusive, or No Tax.
Document Number Prefixes — INV-, BILL-, CN-, EC-, QUO-, PO-, PRJ-, FA-.
Financial Year End — month and day.
Lock Date — blocks any posting on or before this date across the whole org. Use it to protect closed periods.

Currencies

Settings → Currencies.

Enabled Currencies — add or remove the currencies your org trades in. The base currency is marked Base and can’t be removed.
Exchange Rates — pick a date, Load rates, and review the cached daily reference rates (sourced from the European Central Bank). Edit any pair to override the system rate for that date; the override takes precedence org-wide.

See Multi-currency for how rates are used.

Tax Rates

Settings → Tax Rates. Add, edit, activate/deactivate, or delete tax rates in pop-up windows. Rates are either a simple percentage or a combined rate built from parts (like GST + PST) with each part tracked separately for reporting. The system Tax Exempt (0%) rate is locked, and a rate’s percentage locks once it’s been used on transactions. See the full Tax rates guide.

Region Specific Add-ons

Settings → Region Specific Add-ons. A directory of ready-made tax rate packs for countries around the world, grouped by region. Click Apply on your country’s card to add its standard rates — applying never touches rates you already have. The same page lists country extras (for example, Hong Kong FPS QR payments).

Tracking Categories

Settings → Tracking. Up to two tracking dimensions (e.g. Region, Salesperson), each with its own options. These appear as extra columns on spend/receive-money line items so you can segment reporting without bloating your chart of accounts.

Members

Settings → Members. Invite teammates and assign each person a role. The role decides what they can do across the organization.

Invite an existing user or someone who has not signed up yet. They receive an invitation and must accept it before becoming a member; new users sign up first. New invitations start on the Standard role; pick a different one from the dropdown before sending. To change someone’s role later, pick a new one from the dropdown next to their name in the list; to take them off the team entirely, click Remove next to their name. Owners must transfer ownership before removal. Pending invitations are listed separately and can be revoked before they’re accepted.

Six ready-made roles cover most teams — Admin, Accountant, Standard, Sales, Purchase, and Employee (expense claims only) — and if none of them is quite right, you can build custom roles with exactly the permissions each person needs, plus a view-only mode for people who should look but not touch. Members are managed on Settings → Members; custom roles are built and assigned on the dedicated Settings → Roles page — both Admin-only jobs.

See Roles & permissions for the full role catalog, the permissions you can mix and match, and how the Reports permission controls who can see your financial statements.

Approvals

Settings → Approvals (admin). Configure how expense claims are approved — who signs off, and in what order.

Approval chains run levels in sequence; each level is Any approver (first approval advances the claim) or All approvers (everyone on the level must approve). An approver can be a role or a specific person.
Routing rules choose which chain applies — by the claim’s amount (in your base currency) and/or the claimant’s role. Give a chain a priority, and mark one as the fallback for when nothing else matches. Without any chains, a submitted claim needs one approval from anyone with the Approve Expense Claims permission.

Expense Claims

Settings → Expense Claims (admin) controls claim behavior and the default mileage expense account. The mileage distance unit is managed in Regional Preferences.

Show approval progress to employees — off by default. When on, claimants see which step their claim is waiting on (e.g. Step 2 of 3); when off they see a plain status. Approvers and admins always see the full progress.
Post foreign-currency claims automatically — when on, approving a claim in a foreign currency posts its bill immediately using the system exchange rate for the claim’s date. When off, the bill is created as a draft for finance to check or amend the rate and post. Claims in your base currency always post immediately.

See Expense claims for the approval workflow end to end.

Document Templates

Settings → Document Templates. Create reusable templates per document type. Opening the template library needs the Templates & Reminders permission (Admins and Accountants by default); everyone else just picks a template when printing. Each template has header, intro, terms, and footer text areas supporting {{token}} variables (e.g. {{invoice_number}}, {{total}}, {{contact_name}}, {{org_address}}). Pick a default per type under Organization settings, or override per document.

Invoice text-template columns and currency

Choose Add Text Template, or edit an invoice text template. Under Line items & totals, switch the line-item columns on or off. The totals stay visible, and at least one table column stays on. For the discount column, choose Auto (Show When Used), Always Show or Hide.

Invoice display currency chooses Settlement Currency or Invoice Currency for the printed invoice. This is a presentation choice; it does not change the invoice’s accounting amounts or its agreed settlement currency. See Settlement currency for how payment amounts and rates are agreed.

These controls apply to invoice text templates. For a visual design, configure its line-items and totals block in the Invoice designer.

Inserting tokens

Click Show available tokens in the template form to open a table of every token for that document type — the token, a plain description of what it is, and a sample output so you can see what it prints. The table scrolls, so it fits on any screen.

Click a token to insert it at your cursor in the text area you were last typing in (the Header text if you haven’t clicked into one yet). You can click several in a row — the cursor moves along after each one.

For invoices you can go further: New Design Template opens a drag-and-drop editor where you place your logo, text, images, shapes, and smart blocks anywhere on the page — see the Invoice designer guide. Every template card also has a Duplicate action, the easy way to try a variation without starting over.

Where each section appears

Each template fills four text areas. They slot into a fixed spot on the printed PDF — the letterhead, parties, line-item table, and totals are built in and can’t be changed here.

The numbered, amber-tinted areas are yours to edit:

Header text — a top-of-document line, shown above everything else.
Intro / above-table note — appears just above the line items (e.g. “Thanks for your business”).
Terms & payment notes — sits below the totals, separated by a rule (e.g. “Payment due within 30 days”).
Footer text — the bottom-of-page line (e.g. your registration number or a thank-you).

The gray bars (letterhead, From/Bill to, line-item table, and totals) are built-in regions that every document includes automatically.

Invoice Reminders

Settings → Invoice Reminders. Configure automatic email reminders for overdue invoices and invoices coming due. Managing the rules needs the Templates & Reminders permission (Admins and Accountants by default).

Reminder rules — each rule sends an email a set number of days before or after the due date (e.g. 3 days early, 7 days overdue), scoped to all, overdue, or due-soon invoices. Stack several rules into a chase schedule.
Minimum balance to chase — skip automatic reminders for invoices owing less than a threshold (currency-aware, converted at the due-date rate).
Per-invoice and per-customer opt-outs — toggle reminders off on a specific invoice, or exclude a whole customer from automatic reminders.

All opt-outs affect automatic reminders only; a manual Send Reminder always sends. See the full Invoice Reminders guide.

Online Payments

Settings → Online Payments. Connect Stripe once to let customers pay invoices online via a Pay Now button on the invoice. Admin-only.

Connect Stripe — sends you through Stripe’s hosted onboarding. The connection is shared across all your invoices; funds settle to your Stripe account directly (you are the merchant of record).
Accept online payments on new invoices by default — the org-wide seed for the per-invoice Pay Now toggle. New one-off invoices start with this value.
Surcharge & accounts — optionally pass a processing-fee surcharge on to the customer, and pick the reimbursement, bank-fee, and deposit accounts the payments post to.

Pay Now on an individual invoice can be toggled on or off at any status from the invoice’s actions dropdown, and recurring templates carry their own toggle that seeds each generated invoice. See the full Online invoice payments guide.

Email

AccountFUN can email your documents directly — invoices, quotes, purchase orders, statements, remittance advice, and reminders — instead of you forwarding a PDF by hand.

Email Settings (open from Organization → Manage Email Settings, admin-only) — your reply-to address (verified before it takes effect), a From name, and default CC/BCC (the org-wide level — you can also set per-contact defaults from a contact’s Edit page). Also shows your daily send quota: 20/day on a brand-new org (first 48 hours), 200/day after that, with a request-an-upgrade path for higher volume.
Email Templates — customize the subject and message body for each business email type, using {{placeholder}} tokens for dynamic values like the invoice number, amount due, and due date.

See the full Business email guide for the placeholder catalog, sending workflow, and the unsubscribe/resubscribe system.

Audit History

Settings → Audit History (admin only). A server-paginated, filterable log of every action in the org — who did what, when. Filter by user, action type, and date range. Useful for accountability and troubleshooting.

Data Statistics

Settings → Data Statistics. Usage info for your organization:

Attachment Storage — total disk used by uploaded attachments, with a breakdown per area (invoices, bills, expense claims, and so on).
Report Cache — the state of the cached report data behind the dashboards and reports.

Account (your profile)

Settings → Account. Update your name and profile, manage your organizations and set a default, and change your password. Under Two-Factor Authentication, set up an authenticator app (TOTP) or add a passkey as a second factor. Your role can require two-factor authentication before you can continue. Save the recovery codes you receive somewhere safe. See MFA, authenticator apps and passkeys for a plain-language explanation, step-by-step setup, and help if you cannot sign in.

After a successful second-factor check at sign-in, Remember this device can remember that browser for 60 days. Manage remembered devices from Account settings. Unlocking a locked session or changing security settings can still require a fresh second-factor check.

Date Format sets how dates appear in your own app screens across organizations and devices. Choose a format or Use organization default, then click Save Date Format. Your personal choice does not change the organization’s documents, emails, printouts, or exports. See Date formats for examples and the organization settings.

Connected Apps lists every app you’ve connected to AccountFUN, such as an AI assistant, in any of your organizations: what it can do, and when you connected it and last used it. Click Disconnect to cut an app off right away. To change what an app can access, reconnect it from inside the app and approve the updated list — a connection can’t gain new access on its own. AccountFUN also disconnects all your apps by itself when your account may have been at risk: resetting or changing your password, turning off two-factor authentication with a recovery code, AccountFUN support resetting your two-factor authentication, and Forget All & Sign Out Other Sessions.

Organization ownership

Settings → Account → Organization ownership shows the current owner separately from their role. The owner can request a transfer to an active member; the recipient accepts here within seven days. Both people confirm the organization name and verify their sign-in. The owner can also select the organization that uses their one Free allowance. See Plans & billing.

Notifications

Settings → Notifications. Choose how often you’re emailed about activity involving you — Immediately, a Daily summary, or Off — separately for Claims to Approve and Decisions On My Claims. The setting applies to the organization you’re currently in, so you can, for example, get immediate alerts for one organization and a daily summary (or nothing) for another. Switch organizations to change it per organization.

Billing

Settings → Billing. View your plan, billing interval, subscription status, and entitlement. Subscribe via Stripe checkout, manage your subscription through the Stripe customer portal, or cancel. If your org falls into read-only, restore access here.

Import

Import Documents is available on every plan. Both Migrate from Xero and Xero Lite require Standard or Plus.

Settings → Import (admin) — three importers, from a light CSV upload to a full migration from Xero.

Import Documents — upload Xero Sales/Bills CSV exports or a generic CSV (downloadable template) of invoices, bills, and credit notes. Map account codes, create any missing currencies/contacts, and import as drafts or approved. Documents import unpaid — reconcile their payments later. Nothing is saved until the file passes a full preview: AccountFUN checks every row first, and if something’s wrong it tells you exactly which rows (including the document, contact, and date) so you can fix the file and re-upload.
Migrate from Xero (Lite) — the lighter Xero migration. Accepts either the full Xero API backup zip (includes documents, bank transactions, and attachments) or a minimal 5-file set of website exports (no attachments or bank transactions). Uses a conversion-date cutover: opening balances tie to Xero at the conversion date, settled history imports into a non-posting archive, and open items import live. Finishes with a reconciliation report (accounts and contacts provisioned, opening balance, archived/open documents, credit notes).
Migrate from Xero — the full Xero API-backup migration: multi-file upload, organization setup, chart-of-accounts review, then execution in a background worker with live per-phase progress and a final reconciliation report.

Opening Balances

Settings → Opening Balances (admin). Moving over from another system? Set each account’s opening balance — debits and credits are grouped by account type (assets, liabilities, equity, revenue, expenses) and the entry posts as a one-time journal so your ledger starts balanced. If an entry already exists you’ll see it listed, and you can review what was posted.

API & Developers

Settings → API & Developers. Every member can open it to use the API sandbox card — spin up a personal sandbox organization to experiment with the API safely, and reset it when you’re done.

Admins also register OAuth clients here for the public API: name the app, set its scopes and redirect URIs, and manage its credentials. Your registered clients are listed with pagination and copyable IDs. An app can be connected only to organizations that the person who created it belongs to.

Authorized Applications

Settings → Authorized Applications (admin). Review the apps that have been granted OAuth access to this organization, including the scopes each grant covers. Revoke immediately invalidates all access and refresh tokens issued under that grant — the app must be re-authorized to regain access. Members disconnect their own apps under Settings → Account → Connected Apps.

Roll back your books (admin)

Settings → Roll back your books returns your organization’s records to an available saved time. Standard includes daily and labelled pre-import points; Plus includes general saved versions. Free does not include rollback. Choose a point, preview the changes, then confirm the permanent rollback with an identity check. Earlier available versions remain selectable; later versions are discarded, so the rollback cannot be undone.

Payments and refunds already made will not be reversed. Emails already sent stay with their recipients. Use Sent emails & payment activity to review recorded activity, check your books against your bank and connected services, then explicitly restart scheduled work.

See Roll back your books for the steps, file warnings, and what to check afterward.

Data Management (admin)

Admin → Data lets you export an organization archive, validate and rehearse an archive import, and open View recovery points for the shared rollback workflow.

Export Full Organization Data downloads business records and uploaded files in a ZIP, with a readable workbook and the complete import data.
Select Archive File validates an AccountFUN ZIP before offering replacement. Review every warning and keep your own current export.
Before a replacing import or full Xero migration, a labelled recovery point must be saved. Recover it through Roll back your books, with the same preview, identity check and permanent rollback rules.

Imports preserve current access, security settings, bank/payment connections and issued-number counters. They cannot overwrite an accounting lock or silently attach a current connection to a conflicting account. Imports and exports wait for each other; contact support if an interrupted operation leaves work blocked.

See Export, import and recover your data for the archive contents, validation warnings and recovery steps.