System Settings
Start utilising HumbleBear CRM by configuring the system settings which includes setting up your account, creating your business profile, defining document settings, and establishing user roles.
Accessing system settings requires clicking on the Settings icon, located at the bottom left of the screen.
Organisation
To establish an organisational profile for your document's header and footer, follow to the following steps:
Fill in the relevant fields with your company name, company address, email, phone number, website, and business registration number accordingly.
Add your company logo by selecting the Upload button. You can also drag and drop the image file into the upload area or choose the file from your computer.
Once all necessary changes to your business details are made, select the Save button to save your organisation profile.
Users
This section enables organisation owners to invite new users to their organization using the following steps:
Click on the + Invite User button
Input the email address of the invitee.
Grant permission to the invitee.
Click on the "Invite User" button.
It is important to note that all invitations will remain in "Pending" status until the invitees accept the invitation. You can view all pending invitations in the Invitation List and accepted users in the Users List.
Teams
This section permits users to establish teams and assign team members. Users that are assigned to different teams can view the summary reports within the dashboard.
To set up a team, follow these steps:
Navigate to > Settings > Teams, click the New Team button.
Enter a suitable name for the team.
Add a brief Description.
Click Save to finalise your team.
Assign Users to your new Team.
Fiscal Year
In addition to configuring document header settings, it is possible to establish your accounting fiscal date, month and year. Once you have made these adjustments, click the Save button to update the Fiscal Year.
Currencies
You may change your Default Currency in this section by choosing the list of available currencies from the drop-down menu and click Save. However, please take note that all your existing transaction will not be automatically updated and you will need to update them manually.
It is also possible to configure multiple currencies for various documents. Follow the steps below to set up multiple currencies:
Click on the + Add Currency button.
Select the Currency which you would like to add. For instance, USD - US Dollars.
Enter the conversion rate. For example, USD 1 = MYR 4.50.
Click Set Currency to save the USD currency. You can now select either MYR or USD currency for your documents.
Finally, click the Save button to store your Currencies setting.
Taxes
This section enables you to create a new tax. Follow these steps to proceed:
Click on the New Tax button.
Insert your country, region, name of the tax, and rate.
Save your changes.
Payment Methods
In Payment Methods, you have the ability to establish payment methods. These payment methods can be applied to payment received. Here's a step-by-step guide on how to complete this process:
Select the + Add Payment Methods button.
Enter the new payment method.
Select the Add Payment Method button to finalise the process.
Payment Terms
Payment terms are a crucial aspect of your invoice, outlining the conditions under which your customers are expected to pay. These terms are essential for your customers' reference in preparing payments, and can vary based on the type of business, industry, customer, and product or service offered. By default, the Payment Terms setting includes several pre-existing terms. However, users can customise these terms to better suit their specific requirements.
Templates
The document template setting is a convenient feature that enables you to create customised headers and footers for your documents, such as invoices and quotes, within the system. This feature allows a professional and uniform appearance across all documents.
Here are the steps to access and modify the document template:
Navigate to the Settings menu and select Template.
A preview of the document will appear on the right side of the screen, while a toolbar on the left side provides various options to customise the header and footer.
Use the toolbar to add or remove elements, including your company logo, company name, address, and contact details. Additionally, you can modify the font, size, colour, alignment, and format of the text to match your preferred style.
Files and Media
This section enables you to upload files and media required accordingly.
Click the Upload button to search for files and/or media from your computer or external devices.
You can now view, search or delete the files and/or media which have been uploaded from the list displayed.
Projects
Within Project Settings, it's possible to establish a new status for your projects.
Contacts
In this section, you have the option to include Custom Fields and Tags for Contacts. Follow these steps:
Click on the + New Custom Field button.
Enter the desired Field label and select the appropriate Field Type. You can choose from several field types, including Text, Date, Number, Yes/No and Dropdown.
Click on the Save button to store the changes.
Documents Settings (Invoices, Quotations, Sales Orders, Delivery Orders, Purchase Orders,Bills)
Document settings is a versatile feature that empowers you to personalise the aesthetics and content of your documents. With these features, you can add or set up various elements, including document title, number prefix, thank you caption, tags, footer, label name, and email template.
For the Email Template, you can customize the subject and body of the email that will be sent along with your documents. You can use placeholders to insert dynamic information, such as {document_number}, {invoice_amount}, {document_due_date}, {customer_name}, or {customer_email}. The email template will be used when you click on the Send button on your documents.
Products
The product setting feature enables comprehensive management of your products and services. By creating product categories such as "Books," "Clothing," "Electronics," and "Food," you can effectively organise and group your products and services accordingly.
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