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, spending categories and overhead, 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. On Time, the weeks and approvals settings have their own Save button, and on Spending, the bill photo setting and each year’s overhead estimates do. Everything else saves as you add or change it.

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.

Import from QuickBooks is here too, for bringing over customers, products and services, and open invoices. See Importing from QuickBooks.

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. Enter 7 to 3650 days, or leave it blank so links never expire.

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. Send and charge autopay invoices on their own decides what happens to a recurring invoice for a client on autopay: off, it waits as a draft and is charged when you send it; on, it’s emailed and charged on its date. See Recurring invoices.

Payment page gives you a public link where a client can pay any invoice by typing its number and an amount. Payments that don’t match an invoice wait in Payment page activity for you to apply. See Public pages and client portal.

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. Import from Harvest lives here too. See Time tracking.

Spending

Read bill photos with AI decides whether a bill you photograph on Purchases is sent to an AI service to fill in a draft for you to check. The setting says so if no AI reader is available yet. Off, or with no reader, you fill each bill in from its photo. Either way, nothing is saved until you confirm it.

Expense categories are shared by expenses and purchases. Each has a name, a Billable default for expenses, an optional unit and rate (Mileage at $0.67 per mile, for example), and two flags: Materials, what the materials overhead rate is spread over, and Subcontractors, which feeds the year-end list for your accountant. See Expenses.

Overhead holds your overhead pools and each year’s estimates, which Profitability uses to charge each project its share. See Purchases and overhead.

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.

Below the team list, API & AI tokens shows every personal access token and connected app across the account, including who owns it, its role, whether client email and refund actions are enabled, and when it was last used. Owners and admins can click Revoke on any row to cut off a token immediately. Deactivating a teammate also deletes their tokens. See API and AI.

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, and when the current period ends.

Your price per person is set when you sign up and stays the same for as long as your subscription stays active.

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, time entries, expenses, and draft invoices deleted through an AI assistant or the API, ownership transfers, people deactivated and reactivated, Harvest imports, Stripe key rotation, API token creation and revocation, apps connected through sign-in, 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). This signs out your other devices and revokes every API token and connected app, so reconnect your assistants afterward. Two-factor has a Manage button, including Set up authenticator app. Active sessions lists every signed-in device, with Sign out other devices, which also revokes every token and connected app. API & AI access lets you create and revoke personal access tokens (pp_...) for the Remote MCP Server and the JSON REST API; see API and AI.