Company

The Company page shows one company: its general, invoice, finance and email settings, and tabs for its data fields, documents, finance system, profit centres and, for a company in Saudi Arabia, ZATCA e-invoicing. It is also where you create, change, deactivate and delete companies. The page is for system administrators only.

To open a company, select it on the Companies page. The heading shows Company Details and the company’s name. ◄ Back to Companies takes you back to the list.

Many of these settings are part of setting up a company and its accounting. For the order to do things in, see Setting up a company and Setting up accounting.

The top of the page

The company’s settings are shown in four groups: General Settings, Invoice Settings, Finance Settings and Email Settings. A deactivated company’s details are shown on a pale red background.

Control	What it does
Speech-bubble icon (Change Log), top right	Opens the company’s change log: notes about changes to the company, which system administrators can add.
Logo, top right	The company’s logo, if one is set. See Email Settings.
Pencil (Modify Company)	Changes the company’s settings.
Bin (Delete Company)	Deletes the company.
Deactivate, Reactivate	Deactivates or reactivates the company.

The tabs below the settings are Company Data, Documents, Finance System, Profit Centers and, for a company whose country is Saudi Arabia, ZATCA. The page opens on Company Data.

Create a company

1. On the Companies page, select Create.
2. On Add New Company, enter the Company Name and Code, and choose the Country and Time Zone.
3. Under Finance Settings, choose the Available Currencies, then the Default Currency, which must be one of them.
4. Enter the Back-date Month Closing: a day from 1 to 15, or 0 for none. It cannot be left empty.
5. Fill in the other settings the company needs. They are described below; most fields also have a tip.
6. Select Create.

The company’s page then opens, with its tabs. Cancel takes you back to the list without creating the company.

A new company starts with Idle User Lock at 30 days and Invoice Serial Size at 4 digits. The currencies come from the Currencies tab of Finance Masters, and the countries from Geo Data: add any that are missing first.

Change a company

1. Select the pencil icon (Modify Company).
2. Change the settings you need.
3. Enter the Back-date Month Closing again if it is empty: 0 for none.
4. Select Update.

Cancel leaves the settings as they were.

Changing the Invoice Prefix, the credit or debit note prefix or the Period Prefix Format starts a new numbering sequence: see Invoice numbers. The page shows a caution about it.

The Default Currency is locked once the company has an open financial year. Even before that, it cannot change once anything has been posted in the company’s books.

General Settings

Setting	Notes
Company Name	Up to 100 characters. It must be unique. Required.
Code	Up to 20 characters: letters, digits, _, - and /. TrakIT stores it in capitals. It must be unique. Required.
Country	The country the company belongs to, from the countries in Geo Data. It decides which country taxes the company’s accounts can take, and, for Saudi Arabia, shows the ZATCA tab.
Time Zone	The company’s default time zone. Shown as an offset from UTC, for example UTC+3.0.
Idle User Lock	The number of days without signing in after which a user of the company is locked: from 7 to 183, or 0 for never (Disabled). In the last days before, TrakIT emails the user an Inactive Account Warning. External users are not locked this way.
User Password Expiry	How often the company’s users must change their password: Never, 1 Month, 2 Months, 3 Months, 6 Months or 1 Year. Once it expires, TrakIT asks the user to change it, and the integration API refuses the user until they do.
User Url	A link to the users’ profiles in another system, up to 100 characters. It must be a full web address and contain USERID or EMAIL, which TrakIT replaces with each user’s ID or email address. The User Management and Employee Master lists then show a person icon that opens it for each user of the company. Shown only when set.
Custom Filters	The custom filters that limit what the company’s users see, other than system administrators. TrakIT Support sets them. No filters set means none are available.

Invoice Settings

Setting	Notes
Invoice Prefix	The start of the company’s invoice numbers, for example INV-. Up to 10 characters: letters, digits, -, / and #. Spaces are removed and letters stored in capitals.
Invoice Serial Size	How many digits the serial number has, from Single digit - 0 to 6 digits - 000000.
Credit/Debit Note Prefix	The prefixes of credit note numbers (CN Prefix) and debit note numbers (DN Prefix), with the same rules as the invoice prefix.
Period Prefix Format	The date part of the numbers: None, YY, YYYY, YYMM or YYYYMM.
Rounding (Invoice Rounding when viewing)	How invoice totals are rounded to a whole amount: No Rounding, Round Down, Round Up or Round Nearest.
Hide Rate/Quantity	Whether new invoices start with the rate and quantity hidden. On each invoice, Show Rate/Qty can change it.
Show Line Total	Whether invoices with taxes show a Total + Tax column for each line.
Back-dating	How many days back an invoice’s date can be set: Not Allowed, or from 1 to 40 days. Users also need the Allow Back-dating permission.
Back-date Month Closing	The last day of the month, from 1 to 15, on which an invoice can still be back-dated into the previous month. 0 (shown as None) for no such limit. Required: enter 0 for none.
Show Quantity Unit	Whether new invoices start with Show Quantity Units on.
Show Subtotals	Whether new invoices start with Show SubTotals on: a subtotal after the income and the disbursement accounts. Subtotals appear only when Show Line Total is also on.

For how back-dating works on an invoice, see Modify the invoice.

Invoice numbers

When an invoice is approved, it gets the next number in the company’s numbering: the prefix for its type, then the invoice date in the Period Prefix Format, then the serial number with the Invoice Serial Size. For example, with the prefix INV-, the format YYMM and 4 digits, the first invoice dated in September 2026 is INV-26090001, and the next INV-26090002.

The serial number follows on from the highest number already given with the same prefix and date part. With a date part, numbering starts again at 1 each year or month. Invoices, credit notes and debit notes each use their own prefix; types that have the same prefix share one sequence. Drafts have pro-forma numbers until they are approved: see Invoice.

Finance Settings

Setting	Notes
Available Currencies	The currencies the company works in. Type to find a currency. The company’s documents offer these currencies. Required.
Finance Code	The company’s code in your external accounting system, if it has one, up to 30 characters: letters, digits, _, - and /. On some installations, interfaces send it with the finance data.
Default Credit Days	The credit period, from 0 to 365 days, that new invoices and bills start with when the entity has none of its own. Empty for none.
Unallocated Receipt Grace Days (Unallocated Receipt Grace when viewing)	From 0 to 90 days. In the Days Sales Outstanding report, the part of a receipt not allocated to any invoice counts as past due once it is older than this. Empty means from the day after the receipt.
Default Currency	The company’s base currency, in which its books are kept. It must be one of the Available Currencies. Locked once the company has an open financial year. Required.
Exchange Rate Type	How exchange rates are found for amounts in other currencies. Manual: users enter the rate or the base amount on each account, or look it up with Get Rate. Table: TrakIT takes the latest rate from Exchange rates. Custom: TrakIT neither looks rates up nor takes them from the table.
Bill Validation Tolerance	From 0.00 to 999.99. A bill can still be validated when its total differs from the billed amount, or its tax total from the tax amount, by no more than this.
Allow Negative Revenue	When off, a change to a job’s actual accounts that leaves an entity with a negative total income on the job is refused with Action results in negative revenue.
Use Ad-hoc Accounts	Whether accounts can be added straight from the account masters, with Add Account, to an invoice and to a bill without a job, and invoices duplicated. See Invoice and Bill.
Max Exchange Rate Age	How old a rate from the exchange rate table can be: No Limit, Same Day Only, or from 1 to 30 days. An older rate is not used.
Line Item Display	What each line of an invoice or quotation document shows: Account + Detail, Account Only or Detail Only. A document template can set its own.

For how TrakIT handles several currencies in the books, see Multi-currency accounting.

Email Settings

TrakIT Support sets these. The page shows them to system administrators.

Setting	Notes
Email Template	The layout of the emails TrakIT sends for the company: one of the email templates TrakIT Support has set up, or [System Default] for the standard layout.
SMTP Server	The mail server the company’s emails are sent through, or [System Default].
Logo	The company’s logo, shown at the top right of this page. A PNG image at least 70 pixels high and no more than four times as wide as it is high. TrakIT resizes it to fit 280 by 70 pixels. Remove Logo removes it.

Messages when saving

Message	What to do
Company Code must be specified, Company Name must be specified	Enter the code and the name.
Company Code contains invalid characters, Company Name contains invalid characters	Remove the special characters.
Specifed Code already exists, Specified Code already exists, Specifed Name already exists, Specified Name already exists	Another company has that code or name: choose another.
Available Currencies must be defined, Default Currency is required	Choose the currencies and the default currency.
Default Currency must be from available currencies list	Add the default currency to Available Currencies, or choose another.
The default currency cannot change from USD: this company’s Chart of Accounts already has journals posted in it (with the company’s currency)	Keep the default currency.
Month closing must be numeric, Month closing must be in range 1st to 15th of the month	Enter a day from 1 to 15 in Back-date Month Closing, or 0.
Idle User Lock must be 0 (disabled) or in range 7 to 183.	Enter 0, or a number of days from 7 to 183.
Url must contain USERID or EMAIL, User Url is not valid, User Url has invalid characters	Enter a full web address that contains USERID or EMAIL.
Default Credit Days must be in range 0 through 365, Unallocated Receipt Grace Days must be in range 0 through 90, Bill Validation Tolerance must be in range 0.00 to 999.99 only	Enter a value within the range.
Logo must be in png format, Logo image size should be atleast 70 pixels high., Width of logo image cannot exceed 4 times the height.	Choose another logo image.

Delete a company

1. Select the bin icon (Delete Company). The company’s settings are shown, locked.
2. Select Delete, or Cancel to keep the company.

TrakIT deletes the company with its users’ access to it, its links to entities and forms, and its profit centres, and takes you back to the list. A company that is in use, for example one with users, workflows, account masters or finance documents, cannot be deleted: TrakIT says Cannot delete Company in use. Deactivate it instead.

Deactivate or reactivate a company

Deactivate takes a company out of use.

1. Select Deactivate.
2. Read the message and select OK.

A company can be deactivated only when:

• no work order of its workflows and no finance job of the company is still open. Otherwise TrakIT says how many it found, for example 3 open WO/Jobs found. Please close all WO and Jobs before disabling company.
• no system administrator belongs to it: Cannot disable company with Sysadmins.

Deactivating the company:

• makes all its workflows inactive;
• locks all its users, which signs them out everywhere;
• removes every user’s access to the company given under Company Assignment on the user page;
• clears its finance system and credentials.

On a deactivated company, the button shows Reactivate. Reactivating it makes the company active again, but does not undo the rest: activate its workflows, unlock its users, give users access and set up its finance system again as needed. While a company is deactivated, its data fields and profit centres cannot be changed, and no finance system can be chosen.

Company Data tab

The Company Data tab lists the company’s data fields: extra fields set up for companies on Admin > Masters > Data Fields. A star marks a required field.

1. Enter the Value and Remarks of the fields you need.
2. Select Save.

Use Search to find a field by name or code. Computed fields are worked out by TrakIT and cannot be changed. Inactive fields are shown in red. An alarm icon means reminders are set on the field: changing its value sets them off again. Fields set to Display also appear as columns on the Companies list.

Documents tab

The Documents tab holds files about the company, such as registration certificates or licences.

Column	Shows
Icons	Download (Download Document) and preview (Preview Document), and print (Print) for PDF files and images.
Title, File Name	The file’s title and name.
Type, Status	The document type and status, such as Have Original.
Expiry	The expiry date, in red once it is reached.
File Size	The size of the file.
Uploaded By	Who added it, and how long ago.
Pencil (Modify Document)	Changes the file’s details.

Cancelled files are shown in red.

To add files:

1. Select Add Files.
2. In Upload Files, enter a File Title, and choose a Document Type, a Document Status and a Document Expiry if needed. Without a title, each file is titled with its file name.
3. Drag the files onto the box, or select Select File(s). The upload starts at once.

Each file can be up to 20 MB, of the types listed in the popup (Allowed Files).

To change a file’s details, select its pencil, make the changes in Modify File and select Update. Turn on Cancel Document to mark it as cancelled. To delete it, select the cross (Delete File) at the bottom left, then confirm. Some files that TrakIT added itself are locked and cannot be deleted.

Finance System tab

The Finance System tab connects the company to the system that keeps its books: TrakIT itself, QuickBooks or Xero. TrakIT can then send the company’s finalized invoices, credit notes and bills to it.

If the company has no finance system yet, the tab shows Select finance system to use and three logos:

• TrakIT: the company keeps its books in TrakIT. Selecting the logo sets it at once. Do this last when setting up accounting: see Switch the finance system to TrakIT.
• QuickBooks (the Intuit logo) or Xero: opens the Finance System Authorization popup.

Once a finance system is chosen, the tab shows its logo, and:

Part	What it shows or does
Pencil	QuickBooks and Xero only: opens the Finance System Authorization popup again to change the credentials.
Authorise, Re-Authorise	QuickBooks and Xero only: connects TrakIT to your account with them. See below.
Status	QuickBooks and Xero only. Last Authorised: when the connection was last authorized, or NA. Last Sync Status: the result of the last synchronization, in green if it succeeded and red if not, or NA.
Clear Settings	After you confirm, removes the finance system and its credentials, and says Settings cleared. Nothing more is sent. You can then choose a finance system again.
Synchronisation Settings	Switches for Invoices and Bills.

With Invoices on, TrakIT looks every 5 minutes for finalized invoices and credit notes of the company that it has not sent yet, and sends them to the finance system. With Bills on, it does the same for finalized bills. A switch takes effect as soon as you change it. Payments cannot be switched on. For the TrakIT finance system, sending means posting to the books, which catches documents finalized before the switch to TrakIT: see Setting up accounting and Automatic posting. Each invoice shows whether and when it was sent: see Invoice.

If the company uses the finance system settings of another company, the tab says so instead, Finance System Settings are copied from company ID followed by its ID. TrakIT Support sets this up.

Finance System Authorization

To connect QuickBooks or Xero, you first create an app for TrakIT in the provider’s developer site, then give TrakIT its credentials, then authorize it.

1. Select the QuickBooks or Xero logo. The Finance System Authorization popup opens.
2. Follow the Instructions in the popup to create the app in the provider’s developer site.
3. Register the Redirect URI shown in the popup as the app’s redirect address. It is the address of this company’s page.
4. Under Credentials, enter the Client ID and the Client Secret Key of the app. For QuickBooks, also enter the Webhook Verifier Token, if you have one.
5. Select Save. TrakIT says Settings saved successfully. You can proceed with authorisation.
6. Select Authorise. TrakIT takes you to the provider’s sign-in page.
7. Sign in with the provider, and allow access.

The provider sends you back to the company’s page, which says that the authorization was completed, for example Xero Authorisation performed successfully. The Status then shows the time.

Saving the popup again, for example after changing the credentials, clears the authorization: select Authorise again. If the authorization fails, the message gives the reason, for example Response Code not found. Client ID is required and Secret Key is required mean a credential is missing.

Profit Centers tab

Profit centres divide the company’s business, for example by branch or line of business. Invoices and bills can name a profit centre, and an entity can have a default one for its responsible company: see Invoice, Bill and Entity.

The tab lists the company’s profit centres in order of code, with their Code, Name, Remarks, External Code and whether they are Active. Only active profit centres are offered on documents and entities.

Add or modify a profit centre

1. Select Add Profit Center, or the pencil (Edit Profit Center) of a profit centre.
2. Fill in the fields below.
3. Select Save.

Field	Notes
Code	Up to 20 characters: letters, digits, _, - and /. Spaces are removed and letters stored in capitals. It must be unique within the company. Required.
Name	Up to 100 characters. It must be unique within the company. Required.
Remarks	Up to 500 characters.
External Code	The profit centre’s code in your external finance or ERP system, up to 30 characters: letters, digits, _, - and /.
Active	Clear it to stop offering the profit centre. On by default.

To delete a profit centre, select its cross (Delete Profit Center), then confirm. A profit centre that is in use cannot be deleted: Cannot delete Profit Center in use. Make it inactive instead.

Profit centres cannot be added or changed on a deactivated company.

ZATCA tab

ZATCA, the Zakat, Tax and Customs Authority of Saudi Arabia, runs the country’s e-invoicing system. Invoices are sent to ZATCA for clearance, and ZATCA returns them with a QR code to print on the invoice. The ZATCA tab appears on companies whose country is Saudi Arabia.

When TrakIT generates the final PDF of an invoice, debit note or credit note of such a company, and its template includes the e-invoicing block, it sends the document to ZATCA for clearance and prints the QR code it gets back. The code is kept as the document’s E-Invoice Code: see Invoice. If ZATCA does not clear the document, the PDF is not generated and the message gives the reason. Pro-formas are not sent.

The ZATCA settings belong to your TrakIT installation, not to one company: every company in Saudi Arabia shows the same settings and certificates.

Saudi ZATCA Interface Settings

The left side lists the interface settings as Key and Value: whether the interface is active, its mode (production, simulation or developer), the company details sent to ZATCA, and the certificates TrakIT has received. Values longer than 50 characters are shortened. TrakIT Support sets up these settings; they cannot be changed on this page. If they are missing, the page says Zatca config not found.

Initialization

Before TrakIT can send invoices to ZATCA for clearance, the installation must be onboarded with ZATCA. You do this once, in four steps, with the one-time passwords (OTP) that ZATCA’s portal issues. Each step shows its Status: Pending, Completed, or Error when the settings are missing. The buttons of steps 1 to 3 can be used only while their step is pending.

Step	Input	Action	What it does
1# Request Compliance CSR & CSID	OTP	Request CSR & CSID	Creates the certificate signing request and gets a compliance certificate (CSID) from ZATCA. Completed while the compliance certificate is valid.
2# Run Compliance Invoice	Invoice ID	Run Compliance	Sends an invoice to ZATCA’s compliance check. Run it for an invoice, a debit note and a credit note. The invoice ID is the number at the end of the invoice page’s address.
3# Production CSID		Gen Prod CSID	Gets the production certificate that clears real invoices. Steps 2 and 3 show Completed while it is valid.
4# Production CSID Renewal	OTP To Renew	Renew Prod CSID	Renews the production certificate with a new OTP. Its status shows Pending in red when the certificate expires within a month, and NA otherwise.

Message	Means
OTP is required, Invalid OTP, Renewal OTP is required, Invalid Renewal OTP	Enter the OTP from ZATCA’s portal, digits only.
Invalid Invoice ID, Invoice doesn’t exist	Enter the ID of an existing invoice.
Zatca interface is not active	The interface is switched off in the settings. Contact TrakIT Support.
Request completed successfully, Invoice Compliance completed successfully, Prod CSID generated successfully, Prod CSID renewed successfully	The step succeeded.

Who can use this page

Only system administrators can open this page and do everything on it: create, change, deactivate and delete companies, edit company data fields, add and change documents, choose and authorize the finance system, manage profit centres and run the ZATCA steps. No role permission gives access to it.

TrakIT Support sets the Custom Filters, the Email Settings, and finance system settings copied from another company.