Organization Settings

Configure your business information, branding, and default settings in WorkSnap Pro.

Overview

Organization settings control how your business appears on invoices, estimates, and communications. Only Owners and Admins can access these settings.

To access: Go to Settings > Company

Company Logo

Your logo appears on all invoices, estimates, and email communications.

Adding a Logo

1. Go to Settings > Company
2. Click Upload Logo or the logo placeholder
3. Select an image file from your device
4. The logo uploads automatically

Supported formats: PNG, JPG, GIF, WebP

Best practices:

• Use a square or horizontal logo
• Recommended size: at least 200x200 pixels
• Use transparent background (PNG) for best results
• Keep file size under 2MB

Removing a Logo

1. Go to Settings > Company
2. Click the X or Remove button on the current logo
3. Confirm removal

Your documents will show your company name in text instead of a logo.

Business Information

Basic information that identifies your business.

Company Name

Your business name as it appears on all documents.

1. Go to Settings > Company
2. Find the Company Name field
3. Enter your business name
4. Click Save

Tip: Use your legal business name or DBA (Doing Business As) name that customers recognize.

Contact Information

Field	Description	Where It Appears
Email	Business email address	Invoice/estimate headers, customer replies
Phone	Business phone number	Invoice/estimate headers

To update:

1. Go to Settings > Company
2. Edit the Email and Phone fields
3. Click Save

Business Address

Your business address appears on invoices and estimates.

Address Fields

Field	Description
Address Line 1	Street address
Address Line 2	Suite, unit, or additional info (optional)
City	City name
State	State or province
Postal Code	ZIP or postal code
Country	Country

Updating Your Address

1. Go to Settings > Company
2. Fill in the address fields
3. Click Save

Note: Address changes apply to new documents only. Existing invoices and estimates retain the address from when they were created.

Invoice & Estimate Settings

Configure defaults for your invoices and estimates.

Document Prefixes

Prefixes appear before document numbers (e.g., "INV-001" or "EST-001").

Setting	Default	Example
Invoice Prefix	INV	INV-001, INV-002
Estimate Prefix	EST	EST-001, EST-002

To change:

1. Go to Settings > Company
2. Find Invoice Prefix or Estimate Prefix
3. Enter your preferred prefix
4. Click Save

Tip: Keep prefixes short (3-5 characters) for cleaner document numbers.

Payment Terms

Default number of days until payment is due.

Common options:

• 0 days - Due on receipt
• 15 days - Net 15
• 30 days - Net 30 (most common)
• 60 days - Net 60

To set:

1. Go to Settings > Company
2. Find Default Payment Terms
3. Enter the number of days
4. Click Save

Payment terms can be overridden on individual invoices.

Tax Rate

Default tax rate applied to new invoices and estimates.

1. Go to Settings > Company
2. Find Tax Rate
3. Enter the percentage (e.g., 8.25 for 8.25%)
4. Click Save

Note: Tax can be adjusted or removed on individual documents.

Currency

The currency used for all your documents.

1. Go to Settings > Company
2. Find Currency
3. Select your currency from the dropdown
4. Click Save

Common currencies: USD, CAD, GBP, EUR, AUD

Important: Changing currency affects how amounts are displayed and formatted. It does not convert existing amounts.

Default Notes

Text that appears on every new invoice or estimate (e.g., payment instructions, thank-you message).

1. Go to Settings > Company
2. Find Default Notes
3. Enter your standard message
4. Click Save

Example default notes:

• "Thank you for your business!"
• "Payment accepted via check, credit card, or bank transfer."
• "Please include invoice number with your payment."

Email Templates

Customize the emails sent with your invoices and estimates.

Email Greeting

The opening line of your emails.

Default: "Hello,"

Examples:

• "Hi there,"
• "Dear Customer,"
• "Greetings,"

Invoice Email Introduction

Text that appears in invoice emails before the invoice details.

Example: "Please find your invoice attached. Payment is due by the date shown below."

Estimate Email Introduction

Text that appears in estimate emails before the estimate details.

Example: "Thank you for your interest! Here's your estimate for the requested work."

Email Footer

Text that appears at the bottom of all emails.

Example: "Questions? Reply to this email or call us at (555) 123-4567."

Button Text

Customize the call-to-action buttons in your emails.

Setting	Default	Customization
Invoice Button	"View Invoice"	"Pay Now", "View & Pay"
Estimate Button	"View Estimate"	"Review & Approve", "See Details"

Updating Email Templates

1. Go to Settings > Company
2. Scroll to the Email Templates section
3. Edit the fields you want to customize
4. Click Save

Branding Options

Brand Color

Set a primary color for your email templates.

1. Go to Settings > Company
2. Find Brand Color
3. Enter a color code or use the color picker
4. Click Save

This color appears on buttons and accents in customer-facing emails.

Hide Email Branding

Remove WorkSnap branding from customer emails (available on certain plans).

1. Go to Settings > Company
2. Find Hide Email Branding
3. Toggle the setting on
4. Click Save

Payment Processing Settings

Configure how you accept payments.

Connected Payment Processors

See which payment processors are connected:

• Stripe - Credit/debit cards, ACH bank transfers
• PayPal - PayPal payments
• Square - Credit/debit cards

To connect or manage processors, go to Settings > Payments.

Credit Card Service Fee

Pass credit card processing fees to customers (where legally permitted).

Setting	Description
Enable Service Fee	Turn fee pass-through on/off
Fee Percentage	Typically 2.5-3.5%
Fee Label	How the fee appears (e.g., "Credit Card Fee")

To configure:

1. Go to Settings > Company (or Payments)
2. Find Credit Card Service Fee settings
3. Enable and set your percentage
4. Click Save

Important: Check local laws before enabling service fees. Some jurisdictions prohibit or limit surcharges.

Payment Schedule Defaults

Set default payment schedule behavior for estimates.

Setting	Description
Enable by Default	New estimates include payment schedules
Default Template	Which schedule template to use

Settings by Role

Setting Area	Owner	Admin	Member
Company logo	Yes	Yes	No
Business info	Yes	Yes	No
Invoice/estimate defaults	Yes	Yes	No
Email templates	Yes	Yes	No
Payment processors	Yes	Yes	No
Billing/subscription	Yes	No	No

Best Practices

For New Organizations

1. Upload your logo first - Creates professional appearance immediately
2. Complete business info - Ensures documents look legitimate
3. Set payment terms - Establish expectations from the start
4. Add default notes - Save time on every document

For Professional Appearance

1. Use a high-quality logo - Avoid blurry or pixelated images
2. Keep information current - Update if you move or change contact info
3. Customize email templates - Personalized messages build trust
4. Match your brand color - Consistency across all touchpoints

For Efficiency

1. Set sensible defaults - Reduces manual entry per document
2. Use meaningful prefixes - Makes documents easier to reference
3. Write thorough default notes - Answer common questions upfront

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