Settings

Configure your business details, tax codes, payment processing, team, and billing.

Overview

Settings let you customise how Workcanon works for your business. Core account settings are accessed from the main navigation via a tabbed interface with six tabs:

• Info — business name, logo, VAT number, and address
• Preferences — time zone and default currency
• Payments — Stripe card payment setup
• Invoices — default note, payment terms, reminders, and bank details
• Quotes — VAT inclusion, deposit defaults, hourly rate, and default terms & conditions
• Tax Codes — manage tax rates and treatments

Additional settings are available on dedicated pages: Team for member and billing management, Planner for scheduling configuration, and Profile for your personal name and email.

Business Details

The Info tab contains your core business information, organised into three sections.

Logo

Upload a company logo in JPEG or PNG format (max 500KB). Your logo appears on invoices, quotes, credit notes, and emails sent to customers. You can change or remove the logo at any time.

Business Information

Your business name is required and appears on all documents. You can also set a business email, website URL, and VAT number. The VAT number is validated automatically — a badge shows whether it is valid, invalid, or pending validation.

Business Address

Your business address appears on invoices, quotes, and credit notes. Fields include address line 1, line 2, city, region, postal code, and country. Use the "Show country in address" toggle to include or exclude the country on printed documents.

Regional Preferences

The Preferences tab has two regional settings:

• Time zone — select from all IANA time zones. Used for scheduling, due date calculations, and reminder timing.
• Default currency — used when creating new quotes and invoices. Individual documents can use a different currency.

Both settings are automatically configured based on your country when you create your account.

Card Payments

Connecting Stripe is completely optional. You can use Workcanon without it and accept payments through any method you prefer — bank transfer, cash, cheque, or any other arrangement with your customers. Invoices and quotes work the same way regardless of whether Stripe is connected.

If you do want to accept online card payments, you can connect a Stripe account. Only account owners and superadmins can set up card payments. The setup process has four stages:

Once your Stripe account is ready for payments, customers will see a "Pay Now" button on public invoice and quote links. Customers can pay using credit or debit cards.

Fees

Two fees apply to each card payment:

• Stripe processing fee — charged by Stripe for processing the card payment (varies by card type and country; see Stripe pricing for current rates)
• Workcanon platform fee — a percentage of each transaction, deducted automatically before the payout reaches your bank account

The platform fee percentage is shown on the Payments tab once your Stripe account is connected. Both fees are deducted from the payment amount — your customer pays the full invoice total and the fees are taken from your side.

Invoice Defaults

The Invoices tab controls default values for new invoices.

Default Note

A pre-filled note that appears on every new invoice — useful for bank transfer details or standard terms. You can override the note on individual invoices.

Payment Terms

Set the default payment term for new invoices. The due date is calculated as the send date plus the payment term days.

Customer-level payment terms override the account default. See the Customers documentation for more on per-customer terms.

Automatic Reminders

Toggle automatic payment reminders on or off. When enabled, reminders are sent at five intervals: 3 days before the due date, on the due date, and 7, 14, and 30 days after the due date. See the Invoices documentation for more on reminders.

Bank Details

Add your bank name, IBAN, and BIC/SWIFT code. When set, these details appear on invoice PDFs and the public invoice page, making it easy for customers to pay by bank transfer.

Quote Defaults

The Quotes tab controls default values for new quotes.

VAT / Tax Settings

Choose whether line item prices are entered excluding VAT (net) or including VAT (gross). This affects how totals are calculated and displayed on quotes and invoices.

Fixed Price Deposits

Set a default deposit mode for fixed price quotes:

• No deposit — no upfront payment required
• Fixed amount — a specific currency amount (e.g. €500)
• Percentage — a percentage of the quote total (e.g. 30%)

Deposits require Stripe to be connected. You can override the deposit on individual quotes.

Time & Materials

Set a default hourly rate for time and materials quotes. This rate is pre-filled when creating new T&M quotes and jobs.

Default Terms & Conditions

Set default terms and conditions that are pre-filled on every new quote. You can edit the terms on individual quotes. Terms appear at the end of the quote PDF and public page.

Tax Codes

The Tax Codes tab lets you manage the tax rates applied to line items on quotes, invoices, and correction documents.

Each tax code has:

• Name — a display name (e.g. "Standard VAT")
• Code — an auto-generated identifier in the format COUNTRY_TAXTYPE_TREATMENT_RATE
• Rate — the tax percentage (e.g. 23%)
• Treatment — one of: Standard, Reduced, Zero, Exempt, or Reverse Charge
• Active / Inactive — only active codes appear when creating documents

One tax code can be set as the default. The default code is automatically applied to new line items. You cannot delete the default tax code — set a different default first. Duplicate rate and treatment combinations are not allowed within the same account.

Deleted tax codes can be restored. Existing documents retain their original tax code even if it is later deactivated or deleted.

Team Management

The Team page lets you manage who has access to your account. For full details on invitations, roles, and permissions, see the Users documentation.

• Active members — users currently signed in and working
• Invited members — invitations that have been sent but not yet accepted
• Suspended members — users whose access has been paused

Invite new team members by email. Each member has a role that determines what they can see and do. The number of users available depends on your plan.

Role-based permissions are available on the Business plan. Only account owners and superadmins can manage team members and permissions.

Plans & Billing

Workcanon offers four plans to match your team size:

A free trial is available on paid plans. You can upgrade or downgrade at any time — charges are prorated. Additional users can be added beyond those included in your plan, up to the plan limit.

Billing is managed through Stripe. You can view invoices, update your payment method, and manage your subscription from the Billing tab on the Team page.

Planner Settings

Planner settings control how the job scheduler works. For details on how the planner works, see the Planner documentation.

Working Hours

• Day start / end time — defines the scheduling window (e.g. 08:00 to 17:00)
• Buffer minutes — a gap added between consecutive jobs (e.g. 15 minutes for travel)
• Default job duration — used when no time estimate is provided

Breaks

Configure one or more break periods during the working day (e.g. lunch from 12:30 to 13:00). Jobs will not be scheduled during break periods. Each break has a start and end time, and breaks cannot overlap.

Duration Presets

Duration presets are quick-select options shown in the planner when scheduling a job. Default presets include common durations like 15 minutes, 30 minutes, 1 hour, and 2 hours. You can customise the presets to match your typical job lengths.