Account settings

Open the gear icon in the top right to manage your account settings. Owners and admins can update business details, payment options, rates, time preferences, team access, and the subscription. The Activity tab records account changes. Everyone can manage their own sign-in details on their Profile page.

Business, Documents, and Payments share a sticky Save settings button; the other tabs save inline.

Business

Business profile is the “from” block on invoices and estimates and the reply-to on your emails. Only the business name is required. Changing it doesn’t change your URL slug.

Branding holds your logo: PNG or JPEG, 1 MB max, around 240 by 64 pixels. Remove logo falls back to your business name.

Documents

Invoice number prefix and Estimate number prefix are optional, one to six uppercase letters or digits: INV-ACME01, EST-Q01.

Default validity (days) is how long a new estimate stays open; it’s changeable per estimate.

Links stop working after (days) sets the lifetime of public invoice, estimate, and portal links. Sending a document restarts its clock. Blank means never.

Terms / engagement letter is a page with a Title and a Markdown Body. Fill both and it gets a public link in the footer of your invoices and estimates.

Payments

Payment Methods are the options offered on your invoices: card, ACH, Cash App Pay, cash or check. They’re account-wide and read live, so a method you turn on today shows on every open invoice. Add Cash / check instructions for the public invoice page, and tick Pass online payment processing fees to clients if the client should see and cover the fee.

Payment Reminders has a master switch, Send reminder emails for unpaid invoices, and a Reminder schedule (days) like -3, 0, 3, 7, 14; negative is before the due date.

Stripe takes your Publishable key, Secret key, and Webhook signing secret, and shows the Webhook endpoint URL to paste into Stripe. See Payments and Stripe.

Price Book

Labor categories are the kinds of work you estimate, log, and bill, each with an hourly rate. Catalog items are reusable non-labor lines: materials, fees, travel. See Labor rates and catalog.

Time

Weeks and approvals: Time zone (US zones), Week starts on (Monday, Sunday, or Saturday), and Require weekly approval. With approvals on, you also set Remind on and At (hour, 24h) for the weekly nudge email. Expense categories live here too, each with an optional unit and rate (Mileage at $0.67 per mile), and so does Import from Harvest. See Time tracking.

Team

The tab opens with seats in use and the monthly price. Invite someone with a Name, Email, and Role, then Send invite. They show as Pending invite until they accept, and a pending invite isn’t a seat.

Roles are owner, admin, manager, member, and accountant. Owners and admins run the account. Managers approve the weeks of the people assigned to them. Members log time and expenses and see only their own week. Accountants read the money and don’t take a seat.

Change a role from the dropdown on the row. The Reviewed by column points a person at the manager who approves their weeks, or at Owners and admins; it saves as soon as you choose. Cost rate is what an hour of that person costs you, used only by the Profitability report. Deactivate keeps their history and releases the seat. There’s no user cap. When you add someone, the bill goes up by their seat from that day; when you deactivate someone, it goes down the same way.

Owners also get a Transfer ownership card: pick a New owner, enter Your password, click Transfer ownership. You become an admin.

Account

During a trial, this tab shows when the trial ends and the monthly price that follows. If you haven’t added a card it says so: add one with Update payment method to keep the account, or do nothing and it closes at the end of the trial with nothing charged. Three days before the end, the owner gets an email saying the same. An account that has previously held a subscription does not receive another trial when it resubscribes.

Subscription shows your plan, price, seat count, Subscription ID, when the current period ends, and, on per-seat plans, the next invoice Stripe will actually send, prorations included.

Cancel subscription ends the subscription at the close of the current paid period; your data stays. While cancellation is scheduled, Keep my subscription undoes it.

Update payment method opens Stripe’s billing portal for card changes and past receipts. If a renewal fails, the whole app routes owners and admins to a billing page that offers this same button; everyone else sees a note to ask an admin. Once the card works and the open invoice is paid, access comes straight back.

Accounts from before per-seat pricing keep their flat price, marked “(grandfathered)”, and see Switch to $X/month, priced for the current seat count, with the change worked out from today rather than the next billing date. The flat price doesn’t come back.

Security is your own two-factor switch: Turn on two-factor or Turn off two-factor, each after confirming your password.

Activity

The account’s own audit trail, newest first. Every sensitive action writes a row with who did it, when, what it touched, and a detail line: role and reviewer changes, cost rate changes, unlocks, approvals and send-backs, reopened weeks, work released from an invoice, deleted clients, projects, and estimates, ownership transfers, Harvest imports, Stripe key rotation, and subscription changes. A Person filter narrows it to one teammate. Rows never change and never leave; the page shows the latest 200.

Profile

The avatar menu holds Profile. Change your email with Send verification link; the old address works until you click the link. Change your password with Update password (12 characters minimum), which signs out your other devices. Two-factor has a Manage button, including Set up authenticator app. Active sessions lists every signed-in device, with Sign out other devices.