Settings — account, company, billing and integrations
Manage your account, company profile, tax, billing, integrations and data tools from one place.
Section 01
Get Started — onboarding checklist
2 minutes
The Get Started checklist appears under Onboarding in the Settings left-nav. It tracks the 7 steps needed to get your workspace production-ready. Each step links directly to the relevant settings screen.
ADMIN › SETTINGS
Settings
Manage your account, company details, team, billing and integrations all in one place.
Get Started
A few quick steps to get your workspace ready — import your data and connect your tools.
6 of 7 steps complete
1 step remaining to fully set up your workspace
Complete your company profile
Your name, address and VAT details — used on compliant invoices.
Create your first warehouse 4
Where your stock lives — set this up before you receive goods.
Add your products 23
Import your catalogue from Excel, or add items one by one.
Invite your team 5
Add colleagues and set their roles and permissions.
Add your customers 4
Import or add the customers you sell to.
Add your suppliers 2
Import or add the suppliers you buy from.
Connect your accounting
Sync your invoices and bills to Xero or Sage.
| Step | What it sets up |
|---|---|
| Complete your company profile | Legal name, address, VAT number — printed on all invoices and delivery notes. Links to Settings › Company. |
| Create your first warehouse | The location where stock is stored. Must exist before any goods-in can be recorded. Count badge (4) shows how many warehouses exist. |
| Add your products | Your product catalogue — items and assemblies. Count badge (23) shows current catalogue size. |
| Invite your team | Add users and assign roles. Count badge (5) shows current team size. |
| Add your customers | The businesses or people you sell to. Count badge (4) shows current customer count. |
| Add your suppliers | The businesses you buy from. Count badge (2) shows current supplier count. |
| Connect your accounting | Only pending step. Link Xero or Sage so invoices, journals, customers and suppliers sync automatically. Use the Connect button or go to Settings › Integrations. |
Section 02
My Profile
2 minutes
My Profile stores your personal display name, contact details and address. These appear on records attributed to you (works orders, inspections, etc.) and on user-facing reports. Each user manages their own profile — Admins cannot edit other users' profiles here.
ADMIN › SETTINGS
Settings
Manage your account, company details, team, billing and integrations all in one place.
John Depp
demo@demo.com
First Name *
Last Name *
About
Business Type
Website
Phone Number *
Email *
Fax (Leave blank if not applicable)
Door / Unit No.
Street Name
City
State / County
Post Code
Country
| Field | What it does |
|---|---|
| First Name / Last Name | Appears on records, reports and notifications attributed to this user. Required. |
| About | Free-text bio shown to teammates. Optional. |
| Business Type | Your role or department — e.g. "Production", "Quality Manager". Optional. |
| Website | Personal or professional URL. Optional. |
| Phone Number | Primary contact number. Required. |
| Login email and notification destination. Required. To change email use Login & Security. | |
| Fax | Optional. Leave blank if not applicable. |
| Address | Personal or work address. Optional. For company documents use Settings › Company. |
Section 03
Login & Security
1 minute
Change your login email address or password. Both actions require your current password to confirm your identity. Email changes are confirmed via a link sent to the new address — your email does not change until you click that link.
ADMIN › SETTINGS
Settings
Manage your account, company details, team, billing and integrations all in one place.
Changes to your email or password are protected. Email changes require confirmation via the new address. Password changes take effect immediately.
ⓘ For your security we'll email a confirmation link to the new address — your email changes only after you open it, and we'll alert your old address too.
New Email Address *
Current Password *
We verify your identity before sending the confirmation link.
ⓘ Your new password takes effect immediately. You'll stay logged in on this device.
Current Password *
New Password *
Confirm New Password *
| Action | How it works |
|---|---|
| Change email | Enter the new address and your current password, then click Send Confirmation Link. Email only updates after you click the link sent to the new address. Old address also receives an alert. |
| Change password | Enter current password then choose and confirm a new one. Click Set New Password — change takes effect immediately. You stay logged in on the current device. |
Section 04
Notifications
1 minute
Configure which events send you an email and where those emails go. The notification email can be different from your login email — useful if you want alerts routed to a shared inbox or monitoring address.
ADMIN › SETTINGS
Settings
Manage your account, company details, team, billing and integrations all in one place.
Choose where email notifications go and which events trigger them. No event types are currently enabled.
Notifications Email Address
ⓘ Leave blank to turn off all email notifications.
Low stock alerts
When a product drops below its minimum level.
New issues
When a production issue is reported.
| Field | What it does |
|---|---|
| Notifications Email Address | Email address that receives event notifications. Can differ from login email. Leave blank to disable all email notifications. |
| Low stock alerts | Sends an email when any product's on-hand quantity drops below its configured minimum stock level. Toggle on to enable. |
| New issues | Sends an email when a production issue is logged in Works Orders. Toggle on to enable. |
Section 05
Company
2 minutes
Company settings define your organisation's legal identity, contact details and registered address. These appear on all customer-facing documents — invoices, delivery notes and quotes. The address is geocoded automatically via Komoot when you save.
ADMIN › SETTINGS
Settings
Manage your account, company details, team, billing and integrations all in one place.
Company Name *
About
VAT Number
Company Reg. Number
Business Type
Website
Phone Number
Fax
Door / Unit No.
Street Name
City
State / County
Post Code
Country
Latitude and longitude will be looked up from the address via Komoot when you save.
LATITUDE
51.488390
LONGITUDE
-0.099458
| Field | Where it appears |
|---|---|
| Company Name | All invoices, delivery notes, quotes and email headers. Only required field on this screen. |
| VAT Number | Printed on tax invoices. UK format: GB + 9 digits, e.g. GB123456789. |
| Company Reg. Number | Companies House registration number on formal company documents. |
| Address | Registered address on invoices. Also geocoded to latitude/longitude via Komoot on save. |
| Latitude / Longitude | Read-only — populated automatically from the address on each save. Used for map features and delivery route planning. |
Section 06
Tax
1 minute
Set your default VAT / sales-tax rate. New products inherit this rate automatically. Override it on individual products for reduced-rate or zero-rated goods via the product page or bulk edit.
ADMIN › SETTINGS
Settings
Manage your account, company details, team, billing and integrations all in one place.
Set your standard VAT / sales-tax rate. New products inherit this rate automatically — override it on individual products (e.g. reduced or zero-rated goods) on the product page or via bulk edit. This rate drives the VAT calculated on your invoices.
Standard Tax Rate
UK standard rate is 20%. Set 0 if you're not VAT-registered.
Example on £100.00 NET
NET
£100.00
VAT
£20.00
GROSS
£120.00
| Field | What it does |
|---|---|
| Standard Tax Rate | Default VAT % applied to all new products and invoice lines. UK standard is 20%. Set to 0 if not VAT-registered. |
| UK standard rate badge | Convenience button that sets the field to 20.00%. |
| Example calculation | Live preview showing Net, VAT and Gross on a £100 base. Updates as you change the rate. |
Section 07
Purchasing settings
1 minute
Control supplier approval enforcement for purchase orders. This setting implements ISO 9001 §8.4 — control of externally provided products and services.
ADMIN › SETTINGS
Settings
Manage your account, company details, team, billing and integrations all in one place.
Control who you can buy from. Each supplier carries an approval status (approved / conditional / suspended / unapproved) — set on the supplier's page, with a live scorecard of their on-time delivery, reject rate and price variance as the evidence.
Require approved suppliers on purchase orders
When on, purchase orders cannot be raised against suspended or unapproved suppliers (ISO 9001 §8.4 control of externally provided products). Existing suppliers were grandfathered as approved; new suppliers start unapproved.
| Toggle | Behaviour when On vs Off |
|---|---|
| Require approved suppliers on POs | Off (default): POs can be raised against any supplier. On: POs cannot be raised against Suspended or Unapproved suppliers. Implements ISO 9001 §8.4. |
Section 08
Inventory settings
2 minutes
Four system-level toggles controlling stock management during picks, works order completion, MRP planning and customer returns. Each toggle has significant operational impact — read the description carefully before enabling.
ADMIN › SETTINGS
Settings
Manage your account, company details, team, billing and integrations all in one place.
Control whether stock can be issued below what's on hand. By default (matching most ERPs) a pick or pack that runs short is allowed to go negative and books the shortage as negative stock with an alert — turn this on to block it instead.
Prevent negative stock on picking & packing
When on, a pick or pack that can't be fully satisfied from available stock is rejected server-side (after drawing across every available container FEFO), instead of driving a container below zero. When off, the shortage is booked as negative stock and a replenishment alert is raised.
Backflush components on works-order completion
When on, completing a works order whose picking wasn't separately confirmed automatically consumes the standard BOM components from stock (earliest-expiry first). Best for make-to-stock and high-volume runs. When off, materials are consumed only through a confirmed pick.
Include demand forecast in MRP planning
When on, MRP run adds forecasted demand (from despatch history) net of confirmed sales orders — so total demand is never double-counted — driving purchase / works-order suggestions ahead of orders arriving. When off, MRP plans strictly to confirmed orders plus safety stock.
Cap returns at the invoiced quantity
When on, an RMA line linked to an invoice cannot take back more than that line sold — counting what earlier returns already took. Turn it off only if customers send back stock bought outside this system: an over-return restocks units that were never sold, inflating on-hand and stock value.
| Toggle | Default | Effect when On |
|---|---|---|
| Prevent negative stock | Off | Picks and packs exceeding available stock are rejected. Stock never goes below zero. Recommended when accurate on-hand data is critical. |
| Backflush on WO completion | Off | BOM components consumed automatically when a WO completes without a separate pick confirmation. Use for high-volume make-to-stock production. |
| Include forecast in MRP | Off | MRP suggestions driven by confirmed orders and demand forecast from despatch history. Forecast demand is netted against confirmed SOs to avoid double-counting. |
| Cap returns at invoiced qty | On | RMA lines cannot exceed the invoiced quantity. Prevents over-restocking. Turn off only if customers legitimately return goods not invoiced through Brytebuild. |
Section 09
Data Protection
1 minute
Fulfil GDPR data-subject requests for the people your company holds records on. Only the company owner can action these requests. Export (Art. 15/20) gives the subject a copy of their personal data. Erase (Art. 17) anonymises identifying details while retaining de-identified financial and audit records.
ADMIN › SETTINGS
Settings
Manage your account, company details, team, billing and integrations all in one place.
Fulfil GDPR data-subject requests for the people your company holds records on. Export gives the subject a copy of the personal data on file (Art. 15/20). Erase anonymises it (Art. 17). To satisfy tax and ISO record-retention, erasure strips identifying details but keeps the underlying invoices, orders and lot history — now de-identified. Only the company owner can action these requests.
Customer
| Field | What it does |
|---|---|
| Subject type tabs | Switch between Customer, Supplier or Shipper to select the person whose data you want to act on. |
| Select dropdown | Choose the specific record. Only the company owner can see and use these controls. |
| Export (Art. 15/20) | Downloads a copy of all personal data held on the selected subject — name, contact details, address, transaction history. |
| Erase (Art. 17) | Anonymises identifying personal data. Financial records (invoices, orders, lot history) are retained but de-identified to satisfy tax and ISO record-retention obligations. |
Section 10
Background Jobs
1 minute
Automatic tasks that run on a schedule to keep syncing, costing and integrations up to date. Each job shows its last run time, duration and run count. Click Run now to trigger a job immediately — useful after connecting an integration or investigating a sync issue.
ADMIN › SETTINGS
Settings
Manage your account, company details, team, billing and integrations all in one place.
Accounting sync queue
Push queued invoices / journals to the connected accounting platform.
Flag expiring stock
Raise EXPIRING_STOCK notifications for lots at/near their expiry (FEFO hygiene).
OAuth token refresh
Keep Xero / Sage tokens alive so an idle connection never expires.
Product cost snapshot
Daily unit-cost snapshot so margin history has an anchor.
Release empty containers
Retire emptied LPNs: free their rack location and strike off the label.
Trial ending reminders
Email trial owners 3 days before their free trial ends (once per trial).
Realtime: single-instance mode — Realtime uses an in-memory channel layer: correct and free on a single app instance. Before scaling to 2+ instances, set REDIS_HOST — otherwise notifications and live floor updates only reach users on the same instance.
Jobs run automatically in the background. "Run now" triggers one immediately.
| Job | Frequency | What it does |
|---|---|---|
| Accounting sync queue | Every 5 min | Pushes queued invoices and journals to the connected Xero or Sage account. |
| Flag expiring stock | Every 1 day | Scans all lots for items at or near expiry and raises EXPIRING_STOCK notifications for FEFO hygiene. |
| OAuth token refresh | Every 12h | Keeps Xero/Sage OAuth tokens alive so an idle connection doesn't expire and break the sync. |
| Product cost snapshot | Every 1 day | Takes a daily snapshot of each product's unit cost so margin history charts have a reliable anchor point. |
| Release empty containers | Every 1 day | Retires emptied LPN containers, frees their rack location and marks the label as inactive. |
| Trial ending reminders | Every 1 day | Emails trial workspace owners 3 days before their free trial ends. Fires once per trial. |
| Run now button | — | Triggers the selected job immediately. Use after connecting an integration or to investigate a sync delay. |
Section 11
Billing & Plan
2 minutes
View your active plan, add-ons, current user count and payment summary. Change or cancel your plan from this screen. Cancelling immediately revokes access to all premium features — export your data first.
ADMIN › SETTINGS
Settings
Manage your account, company details, team, billing and integrations all in one place.
Active Plan
Pro + Warehouse
Active Add-On
warehouse management system add-on
● Active£19.00 / user / mo
Payment Summary
| Plan | Pro Monthly |
| Plan cost | £95.00 × 15 users = £1425.00 |
| Add-on: WMS | £19.00 × 15 users = £285.00 |
| Users | 15 |
| Amount paid | ⊙ Paid£1710.00 |
| Field | What it does |
|---|---|
| Active Plan card | Plan name (Pro + Warehouse), billing frequency (Monthly), payment status (Paid), subscription start date, user count and per-user cost. |
| Active Add-On | WMS add-on at £19.00/user/month. Lists the 6 WMS features included. Applies to all 15 users. |
| Payment Summary | Itemised bill: Plan cost (£95.00 × 15 = £1,425) + WMS add-on (£19.00 × 15 = £285) = £1,710.00 total. |
| Change Plan | Opens the plan selection flow to upgrade or downgrade. Effective at the next billing cycle. |
| Cancel Plan | Immediately revokes all premium features. Cannot be undone. Export your data before cancelling. |
Section 12
Integrations
2 minutes
Connect Xero or Sage to keep invoices, journals, customers and suppliers in sync. Purchase orders sync to Xero only — Sage Accounting has no purchase order record. All OAuth flows are handled server-side — your API credentials never leave the server.
ADMIN › SETTINGS
Settings
Manage your account, company details, team, billing and integrations all in one place.
Connect Xero or Sage to keep invoices, journals, customers and suppliers in sync (purchase orders go to Xero — Sage Accounting has no purchase order record). All OAuth flows are handled server-side — your API credentials never leave the server.
Xero
● Not connected
Sync purchase orders, invoices, customers and suppliers with Xero accounting.
Sage
● Not connected
Sync invoices, journals, products, customers and suppliers with Sage accounting.
| Integration | What syncs | Notes |
|---|---|---|
| Xero | Purchase orders, invoices, journals, customers, suppliers | Full sync. POs only available in Xero. OAuth server-side. |
| Sage | Invoices, journals, products, customers, suppliers | No purchase order record in Sage Accounting. OAuth server-side. |
| Connect button | — | Initiates the OAuth flow in your browser. You'll be redirected to Xero/Sage to authorise access, then returned to Brytebuild. |
Section 13
Data Import
2 minutes
Bulk-load or update your core data from Excel — the fastest way to get set up. Each importer exports your current records so you can edit in Excel and re-upload. Imports are all-or-nothing: if any row fails validation, the entire import is rejected and nothing is saved.
ADMIN › SETTINGS
Settings
Manage your account, company details, team, billing and integrations all in one place.
Bulk-load or update your core data from Excel — the fastest way to get set up. Each importer exports your current records so you can edit in Excel and re-upload. Imports are all-or-nothing and report any errors by row.
If any row fails validation, the entire import is rejected and nothing is saved. Download the exported file first — it includes the correct IDs and field formats.
Export covers every editable field. Rows keep their ID to update; add a row without an ID (with at least a Name) to create. Imports are all-or-nothing — any error is reported by row and nothing is saved.
Export covers every editable field. Rows keep their ID to update; add a row without an ID (with at least a Name) to create. Imports are all-or-nothing — any error is reported by row and nothing is saved.
Export covers every editable field. Rows keep their ID to update; add a row without an ID (with at least a Name) to create. Imports are all-or-nothing — any error is reported by row and nothing is saved.
| Importer | What it covers | Key rules |
|---|---|---|
| Products | Items and assemblies — name, SKU, codes, pricing, cost, stock levels. | Export first to get correct IDs and column formats. All-or-nothing. |
| Customers | Name, contact details, address, payment terms, credit limit. | Same rules as Products — export first, keep IDs for updates. |
| Suppliers | Name, contact details, address, lead time, approval status. | Approval status can be set via import — use with care if Supplier Approval Policy is enabled. |
| Export to Excel | Downloads current records as .xlsx with all editable columns and existing IDs. | Always export before importing to ensure ID continuity and correct column headers. |
| Import from Excel | Uploads the edited .xlsx file and validates every row before committing. | Atomic — one invalid row rejects the entire file. Errors reported row by row. |
Section 14
Data Export
1 minute
Download your complete business data as CSV at any time — it's your data, take it anytime. CSV files open in Excel, Google Sheets or any ERP. Only your company's data is exported. For erasing a specific person's personal data, use Data Protection instead.
ADMIN › SETTINGS
Settings
Manage your account, company details, team, billing and integrations all in one place.
CSV opens in Excel, Google Sheets or any ERP. Exports only your company's data. To erase a specific person's personal data, use Data Protection.
Products
Customers
Suppliers
Sales orders
Purchase orders
Invoices
Stock (on hand)
ⓘ Need a different dataset or format? Tell us — we add exporters on request.
| Export | What it includes |
|---|---|
| Products | Full product catalogue — name, SKU, codes, pricing, cost, type, stock levels, BOM. |
| Customers | All customer records — name, contact details, address, payment terms. |
| Suppliers | All supplier records — name, contact details, address, lead time, approval status. |
| Sales orders | All SO headers and lines — order number, customer, date, status, quantities, prices. |
| Purchase orders | All PO headers and lines — PO number, supplier, date, status, quantities, costs. |
| Invoices | Invoice headers and lines — invoice number, customer, date, amounts, VAT, payment status. |
| Stock (on hand) | Current on-hand quantities by product and warehouse at time of export. |
| Export all | Downloads all 7 exports as a single ZIP file in one click. |