Maintain Business Profile
All documents and data in Receipt Bot are uploaded and recorded in a “business”. Though, from a user perspective, you do not need to have a ‘Registered Business’ as such to get started with bookkeeping automation; it is a broad term for a person, business, company, department, partnership or charity to whom the invoices and bank or card statements are addressed.
You provided this information when you created the business. Should you need to change any of the business records, you can do that on the business profile screen in three easy steps.
Step 1 – Select the Business Configuration option from the menu.
Step 2 – The Business Details tab opens by default, displaying fields like Name, Industry, Short Name, and Registration. Edit the fields as needed.
Below are the brief descriptions of the fields:
- Business Name: as it appears on invoices, bank and card statements. To avoid duplication, you cannot add two businesses with the same name to one account.
- Industry: The industry which best describes the nature of the business.
- Short Name: The short name is primarily used to create a document inbox for emailing invoices and statements, and it is unique across the system. (Just like you cannot have two Gmail accounts with the same ID). You may encounter a ‘Name already taken’ error.
- Document Inbox: Auto-completed based on the short name, your documents inbox.
- Business type: Select from one of the standard business type options.
- Registration Number (Optional): A unique identification number assigned to your business for official records and internal tracking.
- Country: The country where the business is registered or based.
- Base Currency: Your business currency, auto-completed based on country, but can be updated. Invoices and receipts in other currencies will be translated into this currency. If your accounting software uses a different currency, your document exports will not function properly.
- City/State (Optional): Providing this information is helpful if there is State-specific VAT/Tax information on the documents.
- Contact Number (Optional): If you would like us to contact you via phone for any support matters, please provide a phone number. (We do not share this information with anyone.)
Important: Some business details cannot be edited after setup to ensure data accuracy.
- Business Short Name: This field determines your unique email inbox address for forwarding documents. It cannot be edited directly. If you need to change it, please contact our support team at hello@receipt-bot.com to assist with the migration process.
- Country and Base Currency: These settings are locked after creation because they are critical for all historical transactions and tax (VAT/GST) calculations. If your business’s location or currency has changed, you will need to create a new business in Receipt Bot. For guidance, please contact support via the in-app chat.
Step 3 – Click the “Save” Button once you have updated the required fields.
Your business details will be updated in the Receipt Bot app.