My business details

Where a subcontractor keeps the business name, address, tax reference and bank details that are printed on their invoices, their invoice defaults, and their own invoice numbering.

What it is for

Your invoices to the company need to say who you are and where to pay you. You keep that here, once, and every invoice you make takes it from here.

Open My business details in the menu of the crew app. The page is headed My business details.

The page has two sections:

• Business identity: who you are, where you are paid, and the defaults for a new invoice.
• My invoice numbering: the prefix and counter of your invoice numbers.

One Save button stays at the foot of the screen, across the full width. Press it after any change. You see "Business details saved".

Two things to know about where these details live:

• Your business identity and your invoice defaults belong to you as a person. They are the same in every company you work for on FSMCore. Change them here and they change everywhere. The one exception is Default VAT.
• Your Default VAT and your invoice numbering are kept for each company on its own. A tax rate belongs to one company, so the rate you choose here is used in this company only. Your numbers in one company do not affect your numbers in another.

How you make and submit an invoice is on My invoices.

Who can use it

My business details is shown only to a person who can open the crew app (the Crew role) and whose engagement type in this company is Subcontractor, and who is not archived. See Role and engagement type.

You only ever see and change your own details.

Business identity

The section says: "Snapshots onto each invoice you raise." That means: a copy of these details is put on each invoice, so an invoice keeps the details it was made with.

• Business name: optional. Up to 255 characters. Printed as the sender of your invoices. When it is empty, your own name is printed.
• Address: optional. Several lines. Printed under your name.
• Tax reference (RCT/VAT/PPSN): optional. Up to 255 characters. Your tax number. Printed as "Tax reference: ...". The label reads Tax reference when RCT is switched off for the company.

Your sign-in email is printed on the invoice too. It is not a field on this page.

Bank details

Bank details: optional. Several lines. The helper says "Where the company pays you. Snapshots onto your invoices."

They are printed on your invoice under "Pay to". Type them the way the office needs them to pay you, for example the account name, the IBAN and the BIC.

Invoice defaults

These fields are in the Business identity section too. They save you typing on every new invoice. Each one can still be changed on the invoice itself.

• Default invoice note / terms: optional. Several lines. The helper says "Pre-fills the note on each new invoice (e.g. the RCT reverse-charge statement)." With RCT off it says "(e.g. a reverse-charge statement)". It fills Invoice note / terms on a new invoice, and is printed under the totals.
• Default invoice line text: optional. Up to 255 characters. The helper says "Prefills the description on new invoice lines, e.g. 'Service' or 'floor preparation, vinyl fitting'. Editable per line." Type your own, or press the arrow button Browse saved descriptions inside the field to pick one of the company's saved texts. Only the text is taken. The button is not shown when the company keeps no saved texts.
• Default VAT: optional. The label is "Default" plus the company's word for the tax. The list holds the tax rates of the company you are signed in to, and your choice is kept for this company only: in another company you work for you choose again, and a rate of one company is never used or shown in another. A rate that is not one of this company's is refused with "Pick a tax rate of this company." Left empty it reads Company default (reverse charge): a new line then starts on the company's 0% reverse-charge rate, or on the company's default rate when it has none. The helper says "Pre-selects the VAT rate on each new invoice line."
• Default due days: a whole number, 0 or more. The helper says "New invoices fall due this many days after the issue date." The field shows 30 until you set your own. It is used when you submit an invoice with an empty Due date.

My invoice numbering

The section says: "Your invoices are numbered prefix + counter, e.g. ELF-0001. The counter is assigned when you submit and never repeats."

• Invoice prefix: optional. Up to 20 characters. The hint is "e.g. ELF-". Empty until you set one. It is put in front of the counter.
• Next number: a whole number, 1 or more. A number with decimals, such as 5.5, is refused: "Next number must be a whole number, 1 or higher." The helper says "Whole numbers only." It starts at 1. This is the number your next submitted invoice gets. It goes up by one each time you submit.
• Number padding: a whole number from 0 to 10. It starts at 4. The helper says "Digits to pad to, e.g. 4 → 0001. From 0 to 10." With 0 no zeros are added.

Example: prefix "ELF-", next number 12 and padding 4 give ELF-0012.

You can raise Next number, for example to carry on from the invoices you wrote before you used FSMCore. You cannot set it back to a number you already used on one of your invoices in this company, or lower. The field then says, for example, "ELF-0092 is already used. The next number must be 93 or higher." and nothing on the page is saved. Void and deleted invoices count as used too. That is how a number never repeats.

A number is taken only when you submit. A draft has none. A rejected invoice keeps its number when you resubmit it. See Invoice numbers.

Changing the prefix or the padding changes the numbers from the next submit on. Numbers already given stay as they are.

What prints on the invoice

From this page, in the From block of your invoice:

Also from this page: the invoice number (prefix, counter and padding) and, unless you changed them on the invoice, the note under the totals, the description and tax rate of each line, and the due date.

The To block is the company. It comes from the company's own settings, not from this page.

What happens after

• Your details are copied onto an invoice when you create it, and copied again, fresh, when you submit it. Resubmitting a rejected invoice refreshes them too.
• So a change here shows on every new invoice, and on a Draft or Rejected invoice the next time you submit it. Until then, the Preview of an invoice you saved earlier, and a copy made with Duplicate, still show the details saved on that invoice.
• An invoice that is already Submitted, Approved, Paid or Void keeps the details it was submitted with. A change here never alters it.
• The defaults (note, line text, tax rate) only fill new invoices and new lines. Lines and notes already on a draft stay as you typed them.
• The office can see and edit the same details on your person record. A change they make shows here, and a change you make shows there.
• Saving this page sends no email and no notification.

Common mistakes

• My business details is missing from the menu. Your engagement type in this company is not Subcontractor. Ask the office.
• "{number} is already used. The next number must be {n} or higher." You set Next number back onto a number you already used. Type the number named in the message, or a higher one.
• An invoice still prints the old bank details. It was submitted before you changed them. Submitted invoices keep their details. If it matters, ask the office to reject it so you can resubmit it, or tell them the new details.
• The invoice prints your own name in place of your business name. Business name is empty.
• You changed something and it is not saved. Press Save at the foot of the screen and wait for "Business details saved".