Overview
Settings allow you to control various important defaults and preferences for your Beeswax account.
Default Bank Account
This is the Bank Account that will be shown on your Invoices so that Clients can pay you. Also, when you are applying payments this is the Bank Account that the dropdown will default to so you don’t have to select it each time.
Payment Terms (Days)
These Payment Terms will appear on the bottom of your Invoices and will we used to determine Overdue dates on the Who Owes Me Report.
Theme
Select your preferred Design and Layout for your Quotes, Invoices and Statements.
1. Default
2. Modern
3. Classic
We’ll continue to develop more Themes over time so check back here to see what’s new. We’d love your feedback. Send us your designs and we’ll see if we can implement them.
Accounting Method
This sets the default Accounting Method that you use for you business. Either Cash or Accrual.
TAX Reporting Period
This is purely for convenience. This simply sets the default periods in your Date Range drop down so that you have standard ranges for you account. Of course you can manually set a custom range but who has time for that.
Business Hours
Most businesses have standard working or open hours. These are the times that staff are generally expected to be in the office working… and hopefully getting work done. These hours also used to determine the amount of hours that exist within each day for the purposes of calculating the Work Outlook Widget on your dashboard. Of course it’s just a guide. It’s probably a little idealistic to expect everything to run exactly as planned but most mnagers and business owners know that things change, someone goes home sick or estimates aren’t done perfectly. Beeswax is built for the real world not an idealistic one.
Next ID Number
What is shown is the next ID Number that will be used for each of the corresponding Document types. You can change these numbers at any time. Something you may wish to do if you are moving from another system and would like to follow on from your previous numbering sequence.
Let's look at each Role
AKA: The Boss
This is the Owner of the Account and more often than not they are also the Owner of the business. The business Owner should obviously see everything so of course they have Full Access to all parts of the application but importantly they are unique in that they are the ones who are responsible for managing the Beeswax Subscription and associated Plan.
It's likely they have a business partner or a dedicated senior staff member who needs to be able to see and do all the same things that the Owner can. That's what the Super
Admin Role which we get to next.
Business Partner or a Senior Employee
The Super Admin User also has Full Access to everything however they don’t have access to the Subscription but that’s all. These are usually Partners in the business or Senior Employees who need to see and control everything in the Business. Warts and all!
Production Manager or Account Manager
The Manager Role is generally the person who takes care of the day to day running of Projects, and oversees Tasks.
This Role would be for a Production Manager, Studio Manager or Account Manager for instance.
They generally don’t get involved in Payroll financial reports and as such are not expected to know anything about Accounting or Tax related matters.
Of course these things aren’t necessarily that difficult to understand, however, so as to avoid the potential pitfalls associated with incorrectly allocated transaction Accounts and / or Taxes we have chosen to limit this Users access and control over such things.
So, while Manager can create Quotes, Expenses and Invoices, they can’t change the Transaction Account and Tax when working on any of these documents. While Managers can create Quotes, Expenses and Invoices, they can’t change the Transaction Account allocation nor the Tax Allocation when the are preparing any
These are defined by the Items that make up these documents and are therefore meant to be set up specifically by someone with this knowledge such as your Bookkeeper or Accountant.
Your Accountant (obviously) or your Bookkeeper
This Accountant Role is obviously for the Accountant or Bookkeeper who need access to all things Money. They essentially have full access to the entire system with the exception of being able to manage the subscription.
A User who primarily works on Tasks
This Accountant Role is obviously for the Accountant or Bookkeeper who need access to all things Money. They essentially have full access to the entire system with the exception of being able to manage the subscription.
External Resource
This is someone who usually is a freelancer that needs access to Tasks but not much more. They have a similar level of access as the Basic User but we've included this for future use.
The Client
Someone who probably would like to get access to all your stuff but really you only want them to see things you want them to see. Like outstanding invoices and access to Files you share with them but apart from this you don't really need much more.
Dashboard
Projects
Companies & People
Companies
Contacts
Users
Money
Items
Templates
Bank Reconciliation
Bank Import
Scheduled
Bank Transfers
Manual Journal
Chart of Accounts
Reports
Reports
Who Owes Me
What I Owe
General Ledger
Profit & Loss
Tax Report
Time
Statement
Subscription
Subscription
Overview
Companies exist for two main reasons:
- Assigning Projects & other related things
- Grouping Contacts and Users
1. Assigning – Projects and other related things
Most things in Beeswax, like Projects, Quotes or Invoices, need to be assigned to a Company. These things can’t be assigned to a specific User or Contact.
Why? Because small businesses, those businesses that Beeswax is specifically built for, generally work with and provide services to other businesses rather than individuals or customers. In other words, we think of Beeswax as being a B2B application rather than a B2C. It’s one of the key assumptions we’ve made when building Beeswax.
Remember a Quote or Invoice is technically a legal document that relates to the obligations that your business has to another party. And therefore the name of the other party, which is usually a business, should be stated specifically. Of course you will have a contact who will receive documents from you but they are still technically representing the third party and are usually not themselves obligated to fulfil their financial obligations to pay you.
It’s the company or business they represent. When they leave the company still owes you money.However, while we think of these entities as Companies, it’s not to say that a Company can’t be something else. That’s for you to decide.In any case just remember that Projects, Invoices, Quotes and Expenses are all allocated to this idea, this entity, this concept, that we call a Company.
2. Grouping Contacts & Users
SM
JC
DJ
JC
It’s the way Beeswax groups or organises Users and Contacts. We think it makes sense to keep all Users and Contacts under the specific Company that they are associated with.