Settings, integrations & plans

Organisation settings, connecting other apps, and what each plan includes.

General (organisation settings)

Find them under Settings General. Changing them needs an Owner or Admin. The page is a set of tiles: Organisation profile, System defaults, Theme, My apps, Download backup, Restore from backup and, for owners, Clear data. A tile with an arrow opens a page; one without does its job when you select it.

Language

Entirova can show its screens in English, සිංහල (Sinhala) or தமிழ் (Tamil).

• For the whole organisation: chosen when you create the organisation, and changed later under Settings General, Language. Everyone sees Entirova in it unless they choose their own.
• For yourself: Settings Appearance, Language. Choose the company's, or English, Sinhala or Tamil. It follows your login to any device. For a quick change, use the language button at the top of every page (it shows EN, සිං or த).
• Printed documents: Settings General, Printed documents in. Invoices, quotes, orders and till receipts print their headings, labels and dates in it, whatever language you work in. Your own wording, customers and products print as you typed them.

The translation is being done in stages. The menu, page titles, buttons, column headings, statuses, point of sale and printed documents come first; anything not yet translated shows in English. Sinhala and Tamil letters use the Noto Sans fonts, so they look the same on every device. The Sinhala and Tamil wording is being checked by native-speaking accountants.

Theme

Under Settings General Theme an Owner, Admin or Manager sets one look for the whole organisation. Everyone sees it as soon as it is saved. Until you choose one, your organisation has the Entirova look: near-black wording, a bright blue for buttons and links, rounded corners, your device's own font, and a side menu with coloured icons.

To start from something finished, pick one of the Ready-made themes at the top of the page: Entirova, Entirova classic, Midnight, Forest, Plum, Terracotta, Slate and teal, or Graphite. Entirova is the look every organisation starts with. Entirova classic is the earlier one: navy and light blue, square corners, the Inter font and the classic side menu. Under Bright colours there are nine more with a strong accent on near-black (Blue, Green, Indigo, Orange, Pink, Purple, Red, Teal and Brown), with rounded corners and your device's own font. Picking one fills in the five settings; change any of them if you like. Nothing is saved until you select Save.

The Preview card shows a light page and a dark page side by side, exactly as each will look, before you save. It stays in view on the right while you change the settings. Entirova won't save a colour that is too light to carry white wording, and tells you which one to change. Use the Entirova look puts everything back to the look every organisation starts with.

The theme is for the screen. Invoices, payslips and other printed documents keep the brand set in Print design. Each person still chooses light or dark, spacing and text size for themselves under Settings › Appearance.

My apps

Find it under Settings My apps. It is laid out like the App Center: a shelf for each category, with every app you have as a row showing its icon, name and a line about it. Type in Search my apps at the top right, or select a category under the title, to narrow the list. Select an app to open its page; select Open at the end of its row to go straight into the app.

An app's page is the same one you see in the App Center: what the app does, its price and plan, what it can access, the apps it needs, and its reviews. Its buttons are:

• Open app, which takes you straight to the app's main page, such as Invoices or Approvals.
• Settings, beside Open app once the app is installed, which opens the app's settings page. Who can use the app, and uninstalling it, are both in there.
• Install, beside the app's name, for an Owner or Admin when you don't have the app yet.

When Entirova updates an app, it shows Updated with the new version for 14 days, in the App Center and My apps, and the app's page has a What's new section with each version's changes. Some organisations get updates a little earlier than everyone else; for them the badge reads Early. A paid app that your plan includes reads Included in your plan and installs straight away. If a paid app's price is going to change, its page says from when; if you already pay for it, you keep your price until your subscription renews.

The app's settings page is a set of tiles, one for each thing you can open: the app's own setup pages, Starting values and Who can use it. Each tile has a short line under its name, such as how many people have the app. The app's own settings come first. Settings that another app keeps for its document (templates, rules, custom fields) follow, each marked with a small green link icon; point at it to see which app it comes from.

• The gear: an app's main page (the one its menu opens, such as the Invoices list) has a gear button at the top right, beside Add and Export. It opens that app's settings in one click. Pages under it, such as one invoice or a form, don't show it. Only people at the app's Admin level see it.
• A document's setup: apps that make a document (Invoices, Quotes, Sales orders, Bills, Purchase orders, Credit notes, Debit notes, Cash) show its setup as tiles, and each opens a page of that app's own settings, so the path stays My apps › the app › Settings › the page:
  • Numbering: the number prefix and the next number. This is the app's own setting, saved with Save at the top right; it needs the Admin level in that app. On Invoices the same page also holds the receipt numbers.
  • Print design: how the document looks when printed, the same list of templates as in Tools › Print design.
  • Approval rule: the document's rule from Approvals. Invoices has a second one for voiding.
  • Custom fields (sales documents): the extra fields that apply to that document. Each field has a label and, if you want, a tooltip text that shows from the small i beside the label.
  Each tile says where things stand, such as the next number or whether approval is on. Templates, Approval rule and Custom fields appear only if you have the app that keeps them.
• Setup pages: one tile for each of the app's own setup pages (a page that Open app already goes to is not repeated as a tile), such as Approval rules in Approvals or Categories in Categories. Each setup page shows its place at the top, My apps › the app › Settings › the page, and every step is a link back.
• Starting values, if the app has any: a tile that opens the app's Starting values page, with the values the app fills in for you on new records. Change them there and select Save; this needs the Admin level in the app (Owners and Admins always have it). On Invoices this page also has the wording printed on invoices: the note new invoices start with, the late payment wording, and the Payment notes printed with the payment instructions.
• Open app, at the top right, goes to the app's main page.
• Uninstall is a button at the top right of the settings page, for Owners and Admins. It tells you what happens to the app's data and which other apps would be uninstalled with it, and asks you to confirm. If the app can't be uninstalled yet, it opens the reason instead.

An app with neither says it has nothing to set up. The Access box links to who can use the app, and at what level. The Uninstall box says what happens to the app's data, names any apps that would be uninstalled with it, and has the Uninstall button for an Owner or Admin. If something still depends on the app (cheques waiting to clear, for example), it says what, in place of the button.

Who can use it

An app's Access page lists everyone who has that app, with their system role and their level in the app: Staff, Manager or Admin. Under the table, What each level can do lists the seven scopes (Read, Write, Submit, Complete, Remove, Approve / reject, Settings), what each covers in this app, and which levels have it.

• Owners and Admins have every app in full. They are listed and marked Always.
• Managers and Staff have the app only if they are on this list. For everyone else it isn't in the menu, and its pages say it isn't theirs.
• Add people, at the top right, opens a list of everyone who doesn't have the app yet. Search by name, email or role, tick as many people as you need, choose the level they all get, and select Add.
• Select a person in the list to open their card: name, email, system role and their level in the app. Pick a new level and select Save.
• Remove, in the same card, takes the app away from that person. Their other apps stay as they are.

A level in an app is separate from the person's system role. Owners, Admins and Managers can grant access; a Manager only for apps they have, and never above their own level in them. You can also grant from a person's page in Settings System users. See App access.

An app with nothing to set up says so. An app you uninstall leaves the list, and its settings come back as they were if you install it again.

Clear data

Owners can remove data from the whole organisation or one entity in Settings General Clear data. Choose from groups that always leave the books balanced:

• All transactions: sales, purchases, banking, VAT, stock, fixed assets and every ledger entry. Stock on hand goes back to zero.
• Payroll history: pay runs and leave requests with their ledger entries. Employees stay.
• Documents: documents on customers, suppliers and employees.
• Customers, suppliers, items & employees: only together with anything that still uses them.
• Budgets: for the whole organisation.

People and roles, settings, entities, the chart of accounts, tax rates, bank accounts, templates, approval rules and the activity log always stay. You download a backup, type the organisation's name and enter your two-factor code. The clear then runs 24 hours later; every owner sees a warning and can cancel it until then. Nothing in a locked period is cleared, so unlock it first.

Import & export

Tools Import & export lists everything you can bring in or take out. The same Import and Export buttons are on each list page.

• Import customers, suppliers, products, services, employees, the chart of accounts and fixed assets from a CSV, Excel or JSON file (drop it on the import window or choose it). Any column names work: Entirova guesses the match, you change any it got wrong or choose Don't import, and it remembers your choices for next time. Required fields must be matched before you can go on.
• Quotes and sales orders come in as drafts, one row per line: rows with the same quote or order number make one document. Each gets Entirova's next number and keeps the file's number as its reference, so the same file can't come in twice. Customers and items must already be in Entirova. In JSON, a quote can hold its lines in a list.
• Before anything is saved, every row is checked the same way as the forms: New, Update (if you choose to update records already in Entirova), Skip (already in Entirova, or repeated in the file) or Problem with the reason. Download the rows with problems, fix them and import them again.
• The whole file is saved as one change, with one entry in the activity log. If anything fails while saving, nothing from the file is kept.
• Export any list, including invoices, bills, quotes and sales orders (one row per line), purchase orders, credit and debit notes, expense claims, bank transactions and journal lines, to CSV, Excel or PDF. Exports use the columns the importer reads back. A file exported from Entirova can be imported again: anything already in Entirova (the same customer, product, employee, or a quote or order with the same number) is skipped, not added twice.

Logs

Tools Logs has two logs. They come with the Logs app, which is separate from the Audit trail:

• Activity log: everything people did in Entirova (sign-ins, settings changes, documents, approvals), with who, when and what. The Audit trail under Accounting is a different app and shows only the changes to the books; a document's own Audit trail card shows those changes for that one document.
• If the Logs app is uninstalled its pages are hidden, but Entirova keeps recording every event, so nothing is missing when it is installed again. The same is true of the Audit trail app.
• Error log: what went wrong while Entirova was used in this browser. It covers app errors, pages that failed to open, server and network failures, saving problems, and actions a rule stopped. Open a line for the technical detail and select Copy details to report a problem.

App Center

In App Center, at the top of the menu under Dashboard, you'll find apps that add features to Entirova. Each has a page with what it does, what it can access, its price, rating, reviews, how many organisations use it and its active users. Required apps on that page lists the apps it needs (installing it installs them too), the apps it works with, and the apps that need it, each marked installed or not. To uninstall an app, open it, select Settings, and use the Uninstall box.

The App Center is laid out like a store, with three kinds of page:

• Discover, where it opens: a row of featured banners, then a shelf for each category showing up to six of its apps, and a Coming soon shelf at the end. Between the shelves are rows of cards that each promote one app, under titles such as Save time every month and Plan ahead; select a card to open that app's page. Search apps, at the top right beside My apps, shows matching apps from every category as you type.
• A category's page: select a banner, a category under the title, or See all on a shelf. It has a wide banner for the category, then shelves for Apps you have, Get more and Coming soon, with the other categories linked at the foot.
• An app's page: select any app. At the top are its icon, name and a line about it, with its buttons. Under that is a strip of facts (ratings, category, provider, price, installs, active users, version), then About, Ratings & reviews with the score out of 5 and the spread of stars, What it can access, Required apps, Information, and more apps from the same category.

On Discover and category pages each app is one row: its icon, name, a line about what it does, and a button. Get (or the price, for a paid app) opens the app's page, where you install it. Open means you already have it and takes you straight into the app. People who can't install see View. Apps that aren't ready show a tag in place of a button.

• Only owners and admins install an app for everyone in the organisation, and uninstall it. Everyone else can look at the App Center but has no Install or Uninstall button.
• Uninstalling hides an app at once. Documents and Payroll keep their data for 90 days, so installing again brings it back, then it's deleted. The accounting apps below never delete anything.
• Apps are free, a one-time price or a subscription. Paid apps are switched on by Entirova once they're paid for, until card billing arrives.
• Anyone in an organisation that uses an app can leave a review, one each.
• Employees is an app that every organisation has: the employee list and each person's pay, loans and history. Payroll (on plans that include payroll) adds pay runs and Leave, and Pay items adds the company's allowances, deductions, bonuses and perks; both need Employees, and so does Expenses. Uninstalling them keeps the employees and pay runs in your books.
• Categories (Productivity Categories) is one table of every category: its name, description, the places it is used in, and how many records carry it. The places are Products, Services, Customers, Suppliers, Expense claims and Petty cash; each keeps its own list. Select Add category, type the name and tick the places to use it in. A category in several places is one category: renaming, describing or removing it changes it everywhere. Two made separately with the same name stay two. Select a row to open the category's page: it lists everything that carries it, and has Edit and Remove. The same table is in each app's own settings, under its Categories tile, showing only that app's categories; a category made there is for that app only. Where an expense claim or a petty cash voucher posts is set in the app itself: Expenses › Settings › Accounts and Cash › Settings › Accounts, each with a default account for categories that have none of their own.
• Removing Categories hides categories: the category boxes on product, service, customer and supplier forms, the category columns in their lists, and the category buttons at the point of sale. What you saved is kept and comes back when you install Categories again. Expense categories stay, because an expense needs one to post to the right account.
• Most of the menu is made of apps. An installed app shows up under its App Center category in the menu; an uninstalled one disappears from it:
  • Sales: Quotes, Sales orders, Invoices, Credit notes, Recurring invoices, Customers, Point of sale, Discounts.
  • Purchases: Purchase orders, Bills, Debit notes, Suppliers, Expenses.
  • Inventory: Products, Inventory, Warehouses, Services.
  • Banking: Bank accounts, Cash, Bank rules, Cheques.
  • HR: Employees, Payroll (pay runs and Leave) and Pay items. Company policies is here too, opened from Settings My apps.
  • Productivity: Approvals, Documents, Custom fields, Categories.
  • Reporting: Reports, Budgets, Cash-flow forecast. The Dashboard sits at the top of the menu.
  • Accounting: Books (Chart of accounts and Journals), Fixed assets, Multi-currency, Month-end close, Audit trail. Entities is here too, opened from Settings My apps.
  • Tax: VAT & tax.
  • Tools: Import & export, Print design, Logs.
• Always there, and not apps: the App Center and, under Settings, General, My apps, Access, My account, System users, Security, Integrations & API and Plan & billing.
• Your books don't depend on the Books app: documents keep posting to the ledger without it. It can't be uninstalled while Month-end close, VAT & tax or Fixed assets is installed, because they lock periods and post journals through it.
• When you create an organisation you choose the apps to start with: Everything, Services business, Shop or trading business (which includes Point of sale) or Invoicing only. It's only a starting point: install or uninstall any app later. Documents and Payroll are installed by choice.
• Some apps build on another: Cash, Bank rules and Cheques need Bank accounts; Debit notes need Bills; Inventory needs Products; Warehouses needs Inventory; Purchase orders needs Products, Inventory and Bills. Installing an app installs what it needs with it, and uninstalling an app uninstalls the apps that need it. Entirova tells you which before you confirm.
• Bills, Debit notes, Multi-currency, Products, Inventory, Warehouses, Purchase orders, Budgets and Cash-flow forecast also need a plan that includes them (Growth and above).
• These apps hold accounting records, so uninstalling only hides them: every document, payment and journal stays in your books, and installing again shows them as they were.
• Apps marked Crafting are being built now; Coming soon ones are on the way. Neither can be installed yet.

Documents

Documents is an app: if it isn't in your menu, install it from the App Center.

Documents opens with a tile for each category: Agreements, Proposals, Project briefs, Contracts, Letters and Policies. Owners and admins can rename, add or hide categories with Manage categories, and mark a category Needs approval.

• Open a category to see its documents for customers, suppliers and employees. New document starts from a template in that category, or blank.
• Open a document to see it, its Versions (each change saved as a new version, with what changed) and its Approvals.
• In a category that needs approval, a new document and every new version wait for Approval rules › Documents before they're final. Someone else must approve; a rejected version can be changed and sent again.

Documents sits under Productivity in the side menu and has two tabs: Documents, the letters and agreements you have created, and Templates, the organisation's library of wording they start from. A document can also be written from scratch. How invoices, payslips and other printouts look (branding, titles and numbering) is separate, in Tools Print design. These templates cover offer and appointment letters, confirmation, increment, appreciation, appraisal, warning, termination, resignation acceptance and service certificates, and customer and supplier agreements. Fields in {{double braces}} fill in from the record; {{input.…}} asks when the document is created. Documents are numbered (e.g. HR-2026-001), kept on the record, printed on your letterhead, and can be voided.

Print design templates

Under Tools Print design. Brand sets the accent colour and logo text for every printed document. Choosing a document, such as Invoice or Quote, opens the list of its templates.

• Standard is the template every document starts with. New template adds another, copied from Standard.
• Open a template to change its name, printed title, paper size, notes, footer and which parts show. The newest real document is shown beside the form as you type.
• Set as default makes a template the one that document prints with. The list marks it Default. Deleting the default goes back to Standard; Standard can't be deleted.
• Numbering is not here. Print design is about how documents look; the number prefix and next number are set in the app that makes the document, under its Settings › Numbering.

Templates change the wording and which parts show; all of them use Entirova's one page design. Choosing a template for a single invoice is not available yet: a document prints with its default template.

Integrations & API

Under Settings Integrations & API. API keys let your own systems read your Entirova data; see The API. Connections to bank feeds, online payments, open banking, online stores, CRM, receipt capture, e-invoicing networks and payroll filing, along with writing through the API, are coming soon. Webhooks, on the same page, call your own system when something happens.

Offer codes

An owner or admin can enter a code from Entirova in Plan & billing Offer code. Each code is for certain plans, once per organisation. The discount is taken off your subscription when card billing starts.

Refer & earn

In Plan & billing Refer & earn, an owner or admin can join the referral program and get a link to share. When a business creates its organisation through the link (within 30 days), it counts as your referral. You earn rewards set by Entirova's tiers, for example when a referral signs up or becomes a paying customer:

• Account credit: taken off your Entirova bill.
• Points: each point has a dollar value set by Entirova. Exchange them for account credit straight away, or for free months of your plan (a month costs your plan's price in points).
• Cash: paid by bank transfer once you reach the minimum.

The page shows your referrals, the tier you've reached and every reward. Referring your own organisations doesn't count.

Plans

A new organisation starts with a 14-day trial of Scale. When the trial ends it moves to the Free plan by itself: nothing is removed, and pages that Free doesn't include ask you to choose a plan. Every plan includes chat and email support. These are the starting prices; the pricing section always shows the current ones.

A page that isn't on your plan shows a lock in the menu and explains which plan includes it. Your current plan is under Settings Plan & billing, which only Owners can manage.

Paying by card

• On Plan & billing, choose Monthly or Yearly (the price of 10 months) and, where shown, Canadian dollars or rupees. An organisation pays everything in one currency.
• Select Choose on a plan. You pay on Stripe's secure page; Entirova never sees your card number. Your plan changes a few seconds after the payment goes through.
• Already paying? Switch to another plan; Stripe works out the difference for the rest of the period.
• Manage billing opens Stripe's billing page: change your card, download invoices, or cancel. When a cancelled subscription ends you move to the Free plan, and nothing is removed.
• If a payment fails, Stripe tries again and emails you. You have 14 days to update your card before you move to the Free plan.
• Paid apps in the App Center: once you pay by card, Add to my bill installs the app straight away and adds it to the bill you already pay. Your next bill includes the days from today and the month (or year) ahead. Your very first paid app is paid on Stripe's page instead, which saves your card. Uninstalling a paid app takes it off the bill, with the unused days credited.
• Build your plan, on Plan & billing (and on the website's pricing): tick the apps you want and say how many people use Entirova. Apps they need are added for you, and Entirova picks the plan that costs least, with any paid apps that plan doesn't include as add-ons. Choose and pay pays for the plan and its add-ons together; free apps you ticked are installed from the App Center.

On the Free plan it also shows how many of the month's invoices you've used. Once they're used, a new invoice (a till sale too) is refused until the next month or until you choose a plan; changing invoices you already have still works.