The business itself - its name, address and contact details, and its own set of books.
Your Business Entity Profile is the business itself — the thing with a registration number, a set of books and a Year End. It is separate from your user profile, which is you.
In this program it is called a Business Entity, and it lives under Accounting rather than User Settings, because it is an accounting boundary before it is a branding one.
Go to Accounting › General Ledger › Business Entity List. Everything a business needs to identify itself is on one short form.
Business Entity Name, an optional Entity ID, address, city, province, postal code, phone, fax and email. The Active toggle at the top decides whether it appears when you raise an Invoice.
Raise an Invoice for this entity and its details take over from your user profile — but field by field, not all at once.
It reads each field from the entity, and falls back to your profile only where the entity leaves one blank. So a half-filled entity produces an Invoice that mixes the two, which is usually not what anyone intends. Fill the whole form, or leave it deliberately empty and let the profile do the work.
The name at the top of the Invoice is decided slightly differently: the Brand on the Invoice comes first, then the entity’s name, then nothing at all.
Choose Add Business Entity and fill in the same few fields. Each entity keeps its own details, its own books, its own Invoices and its own Year End, all under one login. There is no limit.
One entity per set of books. Do not run two businesses through one entity to save time. Separating them now is far easier than untangling them at Year End.
A second name is not a second entity. If it is the same business wearing a different name, that is a Brand on your user profile, not another entity. Add an entity when there is genuinely a second registration and a second set of books.
Fill every field. Blank fields silently fall back to your personal profile, which is how a home address ends up on a company Invoice.
Set the entity up before the first Invoice. Existing Invoices keep the details they were created with, so a late entity does not retro-fit anything.
The entity decides where the money is recorded. Every Invoice, Journal Entry and report belongs to one, and Year End closes one entity at a time.
It also decides what a Client sees, through the address block on the Invoice and the per-entity Invoice logo in Invoice Settings.
My personal address is on a company Invoice. The entity has that field blank, so it fell back to your user profile. Fill it in on the entity.
The entity does not appear when I raise an Invoice. Check the Active toggle at the top of the entity.
The wrong name is at the top. The Brand on the Invoice wins over the entity name. Change the Brand, or clear it to fall back to the entity.
My accounts look empty for a new entity. Each entity keeps its own books, so a new one starts with nothing until you copy a sample Chart of Accounts into it.
Yes. Set up a Business Entity for each. They keep separate books, Invoices and Year End, under a single login.
As many as you need. There is no limit.
The entity is the legal and accounting side — the registration, the books, the Year End. The Brand is the customer-facing side — the name on the Invoice. One is about where the money is recorded, the other about what your Client sees.
No. Brands work with or without one. A sole proprietor can invoice under two Brands without setting up any entity at all.
No, and usually you should not. A single corporation might trade as two things — a practice and a training arm — with different names on the Invoices but one set of books and one Year End.
Yes, and that is the common case for anyone trading under two names out of one company. The Invoices look like two businesses; the books remain one set.
Yes. The Invoice logo is set per Business Entity under Invoice Settings, so each can carry its own branding.
No. A sole proprietor with one set of books can work entirely from their user profile. Add an entity when there is a registered business to keep separate.
Your Accountant can be given their own login to your books. What they see is your accounting, not your password or your personal profile settings.
Your Business Entity is the business itself, and it is separate from your User Profile. Accounting, then Business Entity List. And notice that it is a list. You can have as many as you need. Run two businesses and each one keeps its own details, and its own books.
Add Business Entity starts a new one. The pencil opens one you already have.
Inside, its name, its address, its phone and email. Raise an Invoice for this Entity and these take over, field by field, from the ones in your User Profile.
You can use the program without the Accounting module at all. Invoices and Quotes work on their own. If you do want them to flow into your accounting, the left side menu lists your Accounting setups. We cover those in the Accounting videos that follow.
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