Configuration & onboarding guide
Suite-wide guide, spans all modules. As of 2026-08-12. Written for the consultant or administrator who sets up a freshly created tenant — and for anyone checking "where do I change that number?" later.
Everything a BusinessIntents tenant can be tuned with is data, not code: nomenclatures, statuses, rates, percents, policies and calendars are rows you edit on each module's Settings page (the Settings entry in the sidebar collects them), pre-filled by the shipped seeds. This guide lists every configurable setting, module by module, grouped the way the sidebar groups them — and opens with the checklist to walk right after the tenant is created.
How configuration works
- Where: open the app's Settings sidebar entry — every module contributes its settings pages there. Regular reference registers (products, price lists, stores, employees…) live in their own sidebar groups.
- Everything is per tenant. Your changes never affect another tenant; a new tenant starts from the shipped seeds again.
- Names are translatable. Nomenclature names show in the user's language (English and Bulgarian ship pre-translated). Renaming a seeded row is always safe.
- The golden rule — rename, don't delete, seeded statuses. Statuses (invoice, order, ticket, run, request statuses…) are referenced by the built-in flows: approval steps, posting rules and transition buttons point at specific rows. Renaming them is fine; deleting or repurposing them breaks the flow. Open nomenclatures (categories, types, sources, methods) can be extended and pruned freely — they carry no flow logic.
- Numbers on documents (INV…, PAY…, VAC…) are platform-owned: the format is fixed per document type, and the counters are visible and adjustable under Settings → Document Numbering (e.g. to continue from a legacy system's last number).
- Print templates are yours. Every printable document's layout lives under the Documents perspective (
Templates/<Entity>/Print/<language>/standard.print) — download, adapt, upload. A template is never overwritten by an upgrade. - Raw corrections (fixing a record the regular pages guard) belong to the ADMINISTRATOR-only Administration shell, not to SQL.
The first-day checklist
Do these in order on any new tenant, whatever the app:
- Company (Master data → Companies) — rename "My Company" to the real legal name and fill the VAT number, address, IBAN/BIC and bank name: they print on every invoice and document. Set the base currency too — it ships as EUR, and it is the currency the suite treats as this company's own. Extra companies are extra rows.
- Currencies (Settings) — EUR ships as the base. Check the currencies you invoice in are present and add Currency Rates for any non-base currency you will actually use (rates are dated rows — add them as you go, or on a schedule).
- Tax rates (Settings) — shipped: Standard 20%, Reduced 9%, Zero 0%, Exempt. Verify these against your jurisdiction before the first invoice; the Standard row is the default every new document line starts from.
- Payment methods (Settings) — Cash, Bank transfer (default), Debit card, Credit card. Add or hide to taste.
- Units of measure (Settings) — 27 common UoMs ship (with Bulgarian names); add the exotic ones your products need.
- Countries & cities — ship complete (all 249 countries, en+bg); nothing to do.
- Document numbering (Settings → Document Numbering) — adjust any counter that must continue a legacy sequence.
- Outgoing e-mail — invoices, payslips, reminders and notifications send through the instance's mail configuration (an operator/hosting setting, not a tenant page). Confirm it is set before relying on any "send" step.
- Employees (People) — create your people. The e-mail doubles as the login identity (all "My …" personal pages key off it). If you run HR modules, fill the hire date, prior experience and IBAN now — payroll reads them.
- Walk the sections below that match your app (see Which sections apply to which app).
Master data & foundations (every app)
| Setting | Where | Shipped | Notes |
|---|
| Company (name, VAT, address, IBAN/BIC) | Companies | "My Company" placeholder | prints on documents — fix first |
| Company base currency | Companies | EUR | the currency the suite treats as this company's own |
| Currency + Currency Rates | Settings | EUR base + majors | add dated rates for non-base currencies |
| Tax Rates | Settings | 20 / 9 / 0 / exempt | the per-line VAT defaults; verify locally |
| Payment Methods | Settings | Cash, Bank transfer (default), cards | open list |
| UoM | Settings | 27 units | open list; conversions via numerator/denominator |
| Countries & Cities | Settings | complete, en+bg | reference only |
| Product Types | Settings (Products) | seeded types | open list |
| Price Lists, Customer Kinds | Settings (Customers) | seeded defaults | open lists |
| Store Statuses | Settings (Stores) | seeded | flow-neutral |
Sales & receivables
| Setting | What it controls | Shipped | Change it when… |
|---|
| Sales Invoice Statuses, Sent Methods, Proforma Statuses | the invoice lifecycle pills | seeded | status rows are flow-bound — rename only |
| Reminder Levels | the dunning ladder: when each overdue reminder goes out | First 3 / Second 14 / Final notice 30 days after due | tune the days or add levels — the weekly reminder schedule follows this table |
| Recurrences | recurring-invoice cadence options | monthly/quarterly/yearly | open list |
| Sales Order / Quotation statuses | order & quote pipelines | seeded | flow-bound — rename only |
| Appointments booking window | the slot-picker's hours (09:00–18:00, 30 min, weekends closed) | fixed in the app model | not tenant-editable today — ask for a customization |
Purchasing & payables
| Setting | What it controls | Shipped | Notes |
|---|
| Purchase Invoice Statuses | AP document lifecycle | seeded | flow-bound — rename only |
| Recurrences | recurring purchase invoices | seeded | open list |
| Purchase Order / RFQ / Supplier Quote statuses | buy-side pipelines | seeded | flow-bound — rename only |
Store & inventory
| Setting | What it controls | Shipped | Notes |
|---|
| Stock Adjustment Types | the reasons you book manual adjustments under | seeded | open list — extend freely |
| Stock Directions | IN/OUT semantics of the ledger | seeded | fixed semantics — do not touch |
| Goods Receipt / Issue / Transfer / Return / Stocktake statuses | the DRAFT→POSTED→CANCELLED document lifecycles | seeded | flow-bound — rename only |
Projects & time
| Setting | What it controls | Shipped | Notes |
|---|
| Project Statuses | project lifecycle (ACTIVE drives the monthly timesheet generation) | seeded | flow-bound — rename only |
| Task Types | how project tasks are categorized | seeded | open list |
| Timesheet statuses (project & employee) | the approval/invoicing flow | seeded | flow-bound — rename only |
People & HR
Expenses
| Setting | What it controls | Shipped | Notes |
|---|
| Expense Categories | what a claim line can be filed under | seeded (bg-translated) | open list — align with your chart of accounts |
| Expense Statuses | the submit→approve→reimburse flow | seeded | flow-bound — rename only |
Vacations
| Setting | What it controls | Shipped | Notes |
|---|
| Leave Types | the kinds of leave; consumes entitlement says whether a type draws down paid-leave days | Paid annual (consumes), Sick, Unpaid, Parental | Payroll also keys off the shipped types: sick/unpaid/parental reduce pay, maternity is filed as Parental |
| Public Holidays | the official non-working days — excluded from leave-day counts and from payroll working days | 2026 seeded | add every next year's rows before January — this is recurring maintenance |
| Vacation Policy | carry-over: how many years unused leave survives (BG: 2); optional monthly accrual mode | carry-over 2, accrual off | row 1 is the policy |
| Vacation Entitlements | each employee's per-year day account (e.g. 20 days for 2026) | none — you create them | part of onboarding every employee; pro-rates automatically from a mid-year contract start |
Payroll — the numbers live on the year's Contribution Scheme, never in code
| Setting | What it controls | Shipped (2026, BG) | Notes |
|---|
| Contribution Scheme (one row per year) | min/max insurable income; flat income-tax %; seniority % per experience year; employer sick-pay % and days | 551 / 2112; 10%; 0.6%/yr; 70% for 3 days | verify against the year's budget acts before the first live run; a new year = a new row; clearing seniority or sick-pay fields switches that feature off |
| Contribution Rates (per scheme) | each fund's employee/employer percent | Пенсии 6.58/8.22, ОЗМ 1.40/2.10, Безработица 0.40/0.60, ДЗПО-УПФ 2.20/2.80, ЗО 3.20/4.80, ТЗПБ 0/0.40 | add/remove/re-rate funds freely — the payslip's total % is computed |
| Payroll Entry Types | bonus/deduction kinds and whether each is taxable | Bonus, Overtime, Allowance, Deduction, Advance | open list; the deduction and taxable flags carry the math |
| Salary Assignments | who earns what since when | none — you create them | a change is always a NEW row (effective-dated history) |
Tenants created before 2026-07-31: the seniority and sick-pay fields arrive empty on an existing 2026 scheme row — set them once (0.6 / 70 / 3 for Bulgaria).
CRM
| Setting | What it controls | Shipped | Notes |
|---|
| Lead Sources, Activity Types | where leads come from, what an activity is | seeded | open lists |
| Lead Statuses, Opportunity Stages | the pipeline columns and conversion gates | seeded | flow-bound — rename only |
Services / helpdesk
| Setting | What it controls | Shipped | Notes |
|---|
| Ticket Categories, Priorities, Requester Types | triage nomenclatures | seeded | open lists |
| Ticket Statuses | the case lifecycle incl. the waiting-for-requester park | seeded | flow-bound — rename only |
Accounting
| Setting | What it controls | Shipped | Notes |
|---|
| Chart of Accounts | which accounts exist and which are active ("in my chart") | the national corporate chart, all inactive | onboarding = activate the accounts you use; posting targets are leaf accounts |
| Account Types / Categories / Chart Types | the chart's classification | seeded | reference |
| Fiscal Years | the open posting periods | none — create the current year | required before posting |
| Posting Rules | which document type posts to which accounts | seeded recipes (sales invoice, payroll run, storno…) | review with your accountant |
| Entry Templates | reusable manual-entry skeletons | seeded examples | open list |
| Opening Balances | the balances you start the ledger with | none — you enter them | one-time onboarding step |
Which sections apply to which solution
| Solution | Walk these sections |
|---|
| Professional Services | Foundations, Sales & receivables, Projects & time, People & HR, CRM, Services, Accounting |
| Retail | Foundations, Sales & receivables, Purchasing & payables, Store & inventory, People & HR, Accounting |
| Wholesale | Foundations, Sales & receivables, Purchasing & payables, Store & inventory, CRM, Accounting |
| Construction | Foundations, Sales & receivables, Purchasing & payables, Projects & time, Store & inventory, People & HR, Accounting |
| Logistics | Foundations, Sales & receivables, Purchasing & payables, Store & inventory, Services, People & HR, Accounting |
Not configurable today (by design)
- Workflow shapes (who approves what, in which order) and the status ids the flows point at — they are part of the product definition.
- The working week (Monday–Friday) — shared by vacations day-counting and payroll; public holidays are the configurable part.
- The appointments booking window (hours/slot length) and document number formats — fixed per product version; counters are adjustable.
- Anything not listed here that feels like it should be a setting: say so — the suite's rule is that jurisdiction- and policy-specific numbers must be data, and gaps get promoted to settings.
