Settings

Configure your company, users, and system options.

Overview

Settings include:

• Company Data: Name, address, bank details
• Branding: Logo and design (Pro plan)
• Users: Manage team members
• Security: MFA and access rights
• Invoice Options: Prefix, payment terms
• Smart Inbox: Email-to-action automation
• Dashboard: Widget configuration
• Navigation: Menu visibility

Permissions

Company Data

Basic Data

1. Go to Settings
2. Fill in company data:

Bank Details

QR-IBAN vs. IBAN:

• QR-IBAN: Starts with "CH" and is for QR invoices with QR reference (QRR)
• Standard IBAN: For SCOR reference or no reference

Invoice Options

Billing Schedule

Auto-attach UBL E-Invoice

Under Settings → Invoice Options you'll find the checkbox "Auto-attach UBL XML e-invoice". When enabled, Slonge Billing attaches the Peppol BIS 3.0 UBL XML to every outbound invoice email automatically — alongside the existing PDF and (if configured) Swiss QR-bill.

CHF only. For other currencies the setting is silently ignored and only the PDF goes out (no error, no warning).

Recommended when your clients:

• Are federal or cantonal administrations (Peppol-mandated above certain volumes)
• Use accounting software with e-invoice import (Bexio, Abacus, SAP, etc.)
• Explicitly ask for "e-invoice in XML format"

Every send with the checkbox active also registers a tamper-evident DocumentArtifact (kind: invoice_xml_ubl_sent) with SHA-256 digest in the compliance ledger.

Note: If the UBL build fails for any reason (e.g., missing IBAN in settings), the email still ships with the PDF only — a successful send takes precedence over a perfect attachment. The cause appears in the logs.

Compliance Export

Under Settings > Compliance, administrators can export a compliance dossier as a ZIP file. The export supports internal controls, fiduciary requests, and audits with:

• a manifest containing the export period, tenant, and SHA-256 checksum
• chained compliance events with hash values
• document artifacts with checksums, such as sent invoice PDFs

You can optionally limit the export to a date range. Without a range, the export includes all available compliance data for the tenant.

The export is an audit-supporting dossier. It does not replace certified immutable archiving with external timestamping or WORM storage.

Branding (AI Pro)

With the AI Pro plan you can:

Upload Logo

1. Go to Settings > Branding
2. Click on Upload Logo
3. Select a file (PNG, JPG, SVG)
4. The logo appears on:
   • Dashboard
   • Invoices
   • Emails

Logo Requirements

• Format: PNG, JPG, or SVG
• Recommended size: 200x60 pixels
• Max file size: 2 MB

User Management

Inviting Users

1. Go to Settings > Users
2. Click on Invite
3. Enter:
   • Email address
   • Role (Employee, Accountant, Administrator)
4. The user receives an invitation email

Changing Roles

1. Click on the user
2. Select the new role
3. Save

Deactivating Users

1. Click on the user
2. Click on Deactivate
3. The user can no longer log in

Testing dunning emails

Under Settings > Billing > Send Test Dunning an administrator can send a test dunning email to themselves or to any other recipient at any time — no overdue invoice required.

Usage

1. Pick the dunning level (M1, M2, or M3).
2. Optional: enter an alternate recipient email. Leaving the field empty sends to your own address.
3. Click Send Test Email.

The dunning template is rendered with sample data and sent immediately. This lets you verify layout, branding, and the Resend configuration before going live with the dunning process. No real invoices are modified.

Security

Two-Factor Authentication (MFA)

Users can enable MFA:

1. Go to Settings > Security
2. Click on Set up MFA
3. Scan the QR code with an authenticator app
4. Enter the code
5. Save the recovery codes

Password Reset

As administrator you can:

• Trigger password reset emails
• Allow/disallow self-service reset

Session Management

Users can see and log out of their active sessions.

Smart Inbox

Automate the capture of receipts and invoices via email.

Activation

1. Go to Settings > Smart Inbox
2. Click Activate Smart Inbox
3. Your personal inbox address is generated

Your Inbox Address

Format: inbox-{company-name}@inbox.slonge-billing.ch

Forward emails with receipts, invoices, or inquiries to this address – the AI handles the rest.

What Gets Processed?

→ Full guide: Smart Inbox Tutorial

Approval Workflow

Project Completion Approval

1. Enable Approval for project completion
2. When an employee wants to complete a project:
   • A request is created
   • Administrator is notified
   • After approval, the project is completed

Managing Approvals

1. Go to Settings > Approvals
2. See open requests
3. Approve or reject

Document Templates

Under Settings > Templates you manage the appearance of your documents.

System Templates

4 pre-configured templates are available:

• Modern: Clean, contemporary design
• Classic: Traditional business layout
• Minimal: Reduced to essentials
• Bold: Eye-catching design with strong colors

Visual Selector & Preview

When creating an invoice or quote, templates are shown as a grid with thumbnails:

• Hover over a template loads a preview
• Click opens a full A4 preview in a modal
• Your last-selected template is saved per user and pre-selected next time

Customization

For each template you can configure:

• Primary Color: Accent color for headings and elements
• Show Bank Details: On/Off toggle
• Header: Custom text at top
• Footer: Custom text at bottom

Preview

Click Preview to see the template with sample data.

Tenant-Default Templates

As administrator, you can set different defaults for:

• Invoices
• Quotes
• Credit notes
• Dunning letters (see Dunning)

The tenant default applies when a user has not set their own preference.

Quick Actions (Dashboard)

The dashboard has a row of configurable quick-action buttons. Click the gear icon in the Quick Actions widget to personalize the selection.

Available Actions

10 actions are available:

• New Expense
• Scan Receipt
• New Invoice
• New Quote
• New Project
• New Client
• New Product
• New Lead
• Time Entry
• Journal Entry

Selection & Ordering

• You can select up to 8 actions
• On mobile devices, the first 4 actions are shown
• Reorder via drag-and-drop
• Your selection is saved per user — teammates keep their own configuration

Notifications

Slonge Billing sends in-app notifications for important events: new Smart Inbox entries, due dunning letters, pending approval requests, payment received.

• Bell icon in the top navigation shows unread notifications
• Updated in real time — no manual refresh needed
• Click a notification to jump directly to the related record

Import/Export

Under Settings > Import/Export you manage your data.

Exporting Data

All exports use:

• Swiss Date Format: DD.MM.YYYY
• Swiss Number Format: 1'234.56
• UTF-8 BOM: For correct Excel display

Importing Data

The import wizard supports:

• Bexio CSV: Import contacts directly from Bexio
• Additional formats on request

Import Steps

1. Click Start Import
2. Select the format (e.g., Bexio)
3. Upload the CSV file
4. Review field mapping
5. Confirm the import

Dashboard Configuration

Enable/Disable Widgets

1. Go to Settings > Dashboard
2. Select widgets to display:
   • Cashflow Chart (12 months)
   • Pending Invoices (Donut)
   • Pending Vendor Bills
   • Quick Actions
   • Recent Activity
   • Getting Started Checklist
   • Top Customers
   • Cashflow Forecast (30 days)

Per User

Each user can configure their own dashboard (in sidebar).

Navigation

Configure Menu Items

1. Go to Settings > Navigation
2. Select for each menu item:
   • Visible for which roles
   • Order

Default Navigation

Related Features

• Getting Started – Initial setup
• Billing Plans – Change plan

Frequently Asked Questions

How do I change the company address?

Under Settings you can edit all company data.

Can I have multiple administrators?

Yes, you can assign the administrator role to multiple users.

How do I delete a user?

Users are deactivated, not deleted. This preserves data integrity.

What happens on plan downgrade?

Features like branding are disabled, your data remains.

Fiscal year and VAT

Fiscal year start month

Under Settings → Accounting, set the fiscal year start month (fiscalYearStartMonth). The default is January (value 1). If your fiscal year starts in a different month (e.g. July = 7), adjust this value before the first period. It controls period boundaries for year-end close and the prior-year comparisons in the balance sheet and P&L.

VAT return tracking

Under Accounting → VAT Returns, record each submitted quarterly ESTV VAT return (period, gross revenue, output/input VAT, submission date). Recorded VAT quarters are factored into the year-end-close checks ("VAT returns filed") — the close is blocked unless all quarters of the year are recorded.

API Tokens

API tokens enable access to your tenant via the CLI or an MCP-capable agent (Claude Desktop, Cursor, Claude Code). Creation and management require the Administrator role.

Create a token:

1. Navigate to Settings → API Tokens.
2. Click Create token.
3. Enter a descriptive name (e.g., "Claude Desktop").
4. Optionally select an expiration.
5. Copy the full token immediately — it's only shown once.

Revoke: Click the Revoke button on the token's row. The token is invalidated immediately.

Security: Tokens are stored as SHA-256 hashes. The full token leaves the server only once at creation. Every use is recorded in the audit log.