Company Settings

2. Company Settings

Access your company settings from the Settings menu in the sidebar. Settings are organized into tabs: Technicians, Recurring Billing, Company, and Integrations. Most of the settings described below are found under the Company tab.

2.1 Company Profile

This is where you configure your business identity:

• Company Name — displayed on invoices, statements, and the customer portal.
• Address — your business address, shown on PDFs and communications.
• Phone & Email — primary contact info for your business.
• Timezone — all scheduling, billing dates, and timestamps use this timezone. Choose your local timezone (e.g., "America/Phoenix" for Arizona).
• Logo — upload your company logo. It appears on invoices, statements, PDFs, and the customer portal.
• Brand Color — customizes the portal and PDF accent color to match your brand.

2.2 Payment Gateways (Stripe & PayPal)

EZ Pool Biller integrates with Stripe and PayPal to process customer payments.

Connecting Stripe:

1. Go to Settings > Company and scroll to the Payments section.
2. Enter your Stripe API keys (publishable key and secret key).
3. Toggle between Test Mode and Live Mode.
   • Use Test Mode during setup to verify everything works without charging real cards.
   • Switch to Live Mode when you're ready to accept real payments.

Connecting PayPal:

1. In the same Payments tab, enter your PayPal credentials.
2. PayPal supports both one-time payments and vault-based recurring payments.

Gateway Order: If you have both Stripe and PayPal active, you can set the preferred order for autopay attempts.

Important: Keep your gateway in Test Mode while you're learning the system. Switch to Live Mode only when you're ready to process real payments.

2.3 Customer Portal Settings

The Customer Portal gives your customers 24/7 self-service access to their account:

• Enable/Disable Portal — toggle portal access for all customers.
• Payment Method Management — allow customers to save, update, or remove their payment methods.
• Show Login on Statements — include a portal login link on PDF statements.

More details on the portal in Section 13.

2.4 Communication Settings (Email & SMS)

Email (SMTP):

• Configure your SMTP server for outbound emails (statement delivery, visit reports, password resets).
• Set your From Name and From Email.
• Add custom email footer text that appears at the bottom of every email.

SMS:

• SMS messaging uses Twilio. Enter your Twilio Account SID, Auth Token, and sending phone number.
• Once configured, you can send text messages to customers and enable SMS appointment reminders.

2.5 Visit Report Settings

Visit reports are automatic email summaries sent to customers after each service visit. Configure:

• Enable/Disable visit report emails.
• Include Technician Name — show which technician performed the service.
• Include Service Address — show the location address in the report.
• Include Photos — attach service photos taken by the technician.
• Opt-Out Default — whether new customers are opted in or out by default.

Customers can unsubscribe from visit report emails at any time via a link in the email.

2.6 Late Fee Configuration

Automate late fees for overdue invoices:

• Enable/Disable late fees.
• Fee Type:
  • Flat — a fixed dollar amount (e.g., $15.00).
  • Percentage — a percentage of the outstanding balance (e.g., 5%).
• Fee Maximum — cap the late fee at a maximum amount.
• Grace Period — number of days after the due date before the late fee is applied (e.g., 15 days).

Late fees are automatically posted as financial transactions on the customer's ledger.

2.7 Billing Method (Per-Service vs. Monthly Statement)

This is one of the most important settings for your pool care business. It determines how your customers are billed.

Per-Service Mode:

• An invoice is created each time a service is completed.
• Best for companies that bill on a per-visit basis or want immediate billing.
• Each completed service generates its own invoice and charge.

Monthly Statement (Per-Period) Mode:

• All charges in a month are collected into a single monthly statement.
• The statement period is anchored to a configurable Statement Day (e.g., the 1st of each month).
• At the end of each period, a statement is generated with all charges, payments, and credits.
• Best for companies that send monthly bills.

Choose the mode that matches how your customers expect to be billed. You can set this in Settings > Company under "Invoicing Method."