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Account Setup

Setting Up Your Business Profile

Overview

A complete business profile makes your invoices look professional, ensures accurate tax calculations, and helps you get the most out of Akili Apps. This guide walks you through every setting for optimal account configuration.

What You'll Learn

  • Complete business information setup
  • Tax registration configuration
  • Payment method setup
  • Invoice customization options
  • Notification preferences
  • Integration settings

Accessing Account Settings

  1. Click your profile icon or avatar (top right corner)
  2. Select "Settings" from the dropdown menu
  3. You'll see several tabs for different setting categories

Business Information

Basic Details

Location: Settings > Business Profile > Basic Information

Complete these essential fields:

  1. Business Name

    • Your legal business name or trading name
    • Appears on all invoices and reports
    • Can be different from your personal name

  2. Business Number

    • 9-digit CRA business number (if registered)
    • Format: 123456789
    • Optional for sole proprietors without GST/HST registration

  3. Industry/Business Type

    • Select your primary industry
    • Helps customize expense categories
    • Options: Consulting, Freelance, Retail, Services, etc.

  4. Business Structure

    • Sole Proprietorship
    • Partnership
    • Corporation
    • Other
    • Affects tax reporting options

Contact Information

Location: Settings > Business Profile > Contact

  1. Email Address

    • Primary business email
    • Used for client communications
    • Appears on invoices

  2. Phone Number

    • Business phone (with area code)
    • Format: (555) 123-4567
    • Optional but recommended for invoices

  3. Website

Business Address

Location: Settings > Business Profile > Address

  1. Street Address

    • Your business location or home office
    • Used for invoice letterhead
    • P.O. Boxes accepted

  2. City

  3. Province

    • IMPORTANT: Affects GST/HST tax rate calculations
    • Must be accurate for compliance
    • Can't be changed easily once set (contact support)

  4. Postal Code

    • Canadian format: A1A 1A1

  5. Country

    • Defaults to Canada
    • Currently only Canadian businesses supported

Tax Settings

GST/HST Registration

Location: Settings > Tax Settings > GST/HST

  1. Registration Status

    • ☐ Not registered for GST/HST
    • ☑ Registered for GST/HST
    • Select based on your CRA registration

  2. GST/HST Number

    • 15-character registration number
    • Format: 123456789 RT 0001
    • Required if registered
    • Appears on all invoices

  3. Effective Date

    • Date your registration became effective
    • Used for historical reporting

Provincial Tax Rates

Location: Settings > Tax Settings > Rates

Your province determines the applicable rate:

  • Alberta: 5% GST
  • British Columbia: 5% GST + 7% PST = 12%
  • Manitoba: 5% GST + 7% RST = 12%
  • New Brunswick: 15% HST
  • Newfoundland and Labrador: 15% HST
  • Northwest Territories: 5% GST
  • Nova Scotia: 15% HST
  • Nunavut: 5% GST
  • Ontario: 13% HST
  • Prince Edward Island: 15% HST
  • Quebec: 5% GST + 9.975% QST = 14.975%
  • Saskatchewan: 5% GST + 6% PST = 11%
  • Yukon: 5% GST

Note: Rates are automatically set based on your province but can be overridden for specific situations.

Tax Filing Preferences

Location: Settings > Tax Settings > Filing

  1. Filing Frequency

    • Monthly
    • Quarterly
    • Annually
    • Set based on your CRA requirement

  2. Fiscal Year Start

    • Usually January 1 for most businesses
    • Can be different for corporations

  3. Tax Reminders

    • ☑ Enable quarterly tax filing reminders
    • ☑ Enable expense categorization reminders
    • ☑ Enable receipt collection reminders

Invoice Customization

Invoice Branding

Location: Settings > Invoices > Branding

  1. Logo Upload

    • Upload your business logo
    • Recommended size: 300x100 pixels
    • Formats: PNG, JPG (PNG with transparency recommended)
    • Appears on all invoices

  2. Brand Colors

    • Primary Color: Main accent color (headers, buttons)
    • Secondary Color: Supporting elements
    • Use color picker or enter hex codes

  3. Font Selection

    • Professional fonts available
    • Options: Arial, Helvetica, Times New Roman, Georgia
    • Consistent across all invoices

Invoice Defaults

Location: Settings > Invoices > Defaults

  1. Default Payment Terms

    • Net 15, Net 30, Net 45, Net 60, Due on Receipt
    • Can be changed per invoice

  2. Default Note

    • Standard message appearing on all invoices
    • Example: "Thank you for your business!"

  3. Payment Instructions

    • How clients should pay
    • Bank details, e-transfer info, or Stripe link

  4. Late Fee Policy

    • Enable automatic late fees
    • Percentage or flat fee
    • Grace period (days after due date)

Invoice Numbering

Location: Settings > Invoices > Numbering

  1. Prefix

    • Letters before invoice number
    • Example: "INV-" results in INV-0001
    • Optional

  2. Starting Number

    • First invoice number
    • Example: 1000 (if you want to start at INV-1000)

  3. Number Format

    • Sequential: 1, 2, 3...
    • Year-based: 2025-001, 2025-002...
    • Month-based: 202511-001, 202511-002...

Payment Methods

Expense Payment Methods

Location: Settings > Payment Methods

Add your payment methods for expense tracking:

  1. Credit Cards

    • Nickname (e.g., "Business Visa")
    • Last 4 digits (for reference)
    • Not connected to actual card

  2. Bank Accounts

    • Nickname (e.g., "Business Chequing")
    • Used for categorizing expenses

  3. Other Methods

    • Cash
    • E-transfer
    • PayPal
    • Cryptocurrency

Accepting Client Payments

Location: Settings > Payment Processing

  1. Stripe Connect

    • Click "Connect Stripe Account"
    • Complete Stripe onboarding
    • Accept credit card payments on invoices
    • Automatic payment tracking

  2. Bank Transfer Details

    • Add your bank account information
    • Transit number
    • Institution number
    • Account number
    • Displayed on invoices for e-transfers

Notification Preferences

Location: Settings > Notifications

Email Notifications

Control what emails you receive:

  1. Expense Notifications

    • ☑ Daily expense summary
    • ☑ Weekly expense report
    • ☑ Recurring expense reminders

  2. Invoice Notifications

    • ☑ Invoice viewed by client
    • ☑ Invoice paid
    • ☑ Invoice overdue
    • ☑ Payment received

  3. Receipt Notifications

    • ☑ Receipt processing complete
    • ☑ Receipt matching suggestions

  4. Bank Sync Notifications

    • ☑ New transactions available
    • ☑ Sync errors or issues

  5. Tax & Compliance

    • ☑ Quarterly tax filing reminders
    • ☑ Monthly financial summary
    • ☑ Tax deadline alerts

Push Notifications (Mobile)

Location: Mobile App Settings

  1. Real-time Alerts

    • Invoice payments
    • Client views invoice
    • New expense matches found

  2. Reminders

    • Expense entry reminders
    • Receipt scanning reminders

Integration Settings

Bank Integration

Location: Settings > Integrations > Banking

  1. Connect via Plaid

    • Click "Connect Bank Account"
    • Search for your financial institution
    • Securely authenticate
    • Select accounts to sync

  2. Sync Frequency

    • Daily (recommended)
    • Manual only

  3. Auto-categorization

    • ☑ Enable AI categorization for bank transactions
    • ☑ Auto-match receipts to transactions

Accounting Software

Location: Settings > Integrations > Accounting

Export options available:

  • QuickBooks format
  • Xero format
  • FreshBooks format
  • Generic CSV

Cloud Storage

Location: Settings > Integrations > Storage

  1. Receipt Backup
    • Dropbox
    • Google Drive
    • OneDrive
    • Automatic receipt backup to cloud

Security Settings

Location: Settings > Security

  1. Password

    • Change password
    • Require strong passwords

  2. Two-Factor Authentication (2FA)

    • Enable 2FA for additional security
    • Options: SMS, Authenticator app

  3. Active Sessions

    • View all logged-in devices
    • Sign out from other devices

  4. API Access

    • Generate API keys for integrations
    • Revoke access tokens

Tips & Best Practices

  • Complete all required fields - Ensures professional invoices
  • Use accurate province - Critical for correct tax calculations
  • Upload a logo - Makes invoices look professional
  • Enable notifications - Stay on top of important events
  • Connect your bank - Saves hours of manual entry
  • Set up Stripe - Get paid faster with online payments
  • Regular backups - Enable cloud storage integration
  • Review settings quarterly - Keep information current

Common Questions

Q: Can I change my province after initial setup? A: Yes, but it affects historical tax calculations. Contact support for help with this change.

Q: Do I need a GST/HST number to use Akili Apps? A: No, it's optional. Only enter it if you're registered with CRA.

Q: Can I use Akili Apps for multiple businesses? A: Currently, one business per account. You can create separate accounts for different businesses.

Q: Is my banking information secure? A: Yes, we use bank-level encryption. We never see your banking credentials—Plaid handles all authentication.

Q: Can I customize invoice templates beyond colors? A: Professional and Growth plans offer advanced template customization. Contact support for details.

Q: What happens if I change my business name? A: New invoices will use the new name. Past invoices remain unchanged.

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Need More Help?

Contact support at support@akiliapps.com or use the live chat in the bottom right corner of the app.

Creating Your AccountOnboarding Guide