Settings
Company profile, users, roles, billing and configuration
Company Settings
Configure your business profile — this information appears on invoices, receipts, and other documents.
| Setting | Purpose |
|---|---|
| Business Name | Shown in the header of all documents |
| Logo | Uploaded logo displayed on invoices, receipts, and quotes |
| KRA PIN | Tax registration number — shown on invoices for compliance |
| Invoice Prefix | Prefix for invoice numbers (e.g., INV → INV-0001) |
| Receipt Prefix | Prefix for receipt numbers (e.g., RCT → RCT-0001) |
| Accent Color | Primary color used in document headers |
| Payment Details | Bank account, M-Pesa Paybill/Till — printed on invoice footer |
| Invoice Terms | Payment terms and conditions shown on every invoice |
| eTIMS Mode | Disabled, External, or Integrated (see eTIMS docs) |
| Prices Include VAT | Toggle VAT-inclusive pricing for your business (see below) |
| Return Policy | Controls which return types are available on credit notes: Full Returns, Swap Only, or No Returns |
| Stock Adjustment Approval | When enabled (default), stock adjustments require approval by a different user. Disable for instant stock changes. |
VAT-Inclusive Pricing
Enable Prices Include VAT in Settings → Company → Tax & Compliance if your business quotes prices that already include VAT. This is common for retail shops and walk-in businesses.
Prices in your price lists are VAT-exclusive. VAT is added on top at checkout. For example: KES 100 + 16% VAT = KES 116 total.
Prices in your price lists already include VAT. The system back-calculates the exclusive amount for accounting. For example: KES 116 inclusive → KES 100 exclusive + KES 16 VAT.
Return Policy
Configure how returns are handled when creating credit notes. Found in Settings → Company → Tax & Compliance.
All return types are available: Credit (on account), Swap (exchange), and Cash Refund. This is the default setting.
Customers can only exchange goods for other products. Cash refunds are blocked. Credits stay on account for future purchases.
Credit notes cannot be created. All sales are final. Use this for businesses that do not accept returns.
Users
Invite and manage team members. Requires settings.users permission.
To invite a user:
- Click Invite User
- Enter their email address and assign a role
- The user receives an invitation email with a link to set their password
User limits depend on your plan: Starter = 3 users, Business = 10 users, Enterprise = 30 users. You can deactivate users who leave without deleting their records.
Roles & Permissions
Roles control what each user can see and do. Five default roles are created when you set up your account:
| Role | Default Permissions |
|---|---|
| Admin | Full access to all features including Settings, Billing, and User management |
| Finance Manager | Full access to Sales, Expenses, Reports. Can approve expenses and commissions. Cannot manage settings |
| Sales Representative | Can create invoices and quotes, view own commissions, record expenses. Cannot access reports or settings |
| Stock Manager | Full access to Inventory module. Can view products and reports. No access to sales financials |
| Viewer | Read-only access to all modules. Cannot create, edit, or delete any records |
On Business plan and above, you can create custom roles with exactly the permissions you need. Custom roles require the custom_roles feature.
Billing
View your current plan, usage metrics, and manage your subscription.
- Current Plan: Your active plan (Starter, Business, Enterprise)
- Usage Meters: How many products, users, invoices this month, and warehouses you're using versus your plan limit
- Upgrade: Click Upgrade to move to a higher tier immediately — paid via Paystack (card or M-Pesa)
- Payment History: All past subscription payments
Warehouses
Manage your branches and warehouse locations at Settings → Warehouses. Multiple warehouses require the multi_warehouse feature (Business plan). Limits: Starter = 1 warehouse, Business = 5, Enterprise = unlimited.
Key actions:
- Add Branch: Create a new physical location (e.g., "Mombasa Branch")
- New Warehouse: Create a new warehouse under a branch
- Assign Existing: Move a warehouse from one branch to another — all stock records stay intact
- Deactivate: Disable a branch or warehouse without deleting historical data
Warehouse types: Main (primary storage), Transit (goods in transit between locations), Quarantine (damaged or held goods).
Session Security
StockPulse uses secure device sessions to keep your account safe. Here's how it works:
- Single-device login: Only one device can be logged in at a time. If you sign in on a new device, you'll be asked whether to terminate your existing session
- 30-day sessions: Sessions last 30 days from login. After that, you'll be asked to sign in again
- Expiry warning: One minute before your session expires, a countdown popup appears. Click Keep Working to extend your session instantly — no need to sign out and back in
- Secure tokens: Session tokens are stored in httpOnly cookies (not accessible by JavaScript) and hashed in the database
Audit Log
Every action in the system is recorded in the Audit Log: who did what, when, and what changed. Accessible to Admins at Settings → Audit Log. Filter by entity type (invoice, product, user, etc.), user, date range, or action type. The before/after snapshots show exactly what data changed.