Settings

Settings Pages Overview

Settings are accessed from the sidebar at the bottom-left of the app. The settings area has a secondary sidebar with sections:

Profile Settings

Every user can manage their own profile from Settings → Profile. This is separate from organization settings.

Personal information

• First and last name
• Job title (appears in team directory and time tracking reports)
• Phone number
• Email address (read-only — contact support to change)

Avatar

Upload a profile photo (JPEG, PNG, or WebP, maximum 2MB). ACOS automatically resizes and crops it to 256×256px for storage. Your avatar appears on task cards, comments, and the team view.

Password

Change your password from the Security section. You must provide your current password to set a new one. Passwords are never shown in plain text anywhere.

Notification preferences

Control which events trigger email notifications. In-app notifications (smart alerts on the dashboard) are always shown and cannot be disabled. Email notification types:

• Smart alert emails — a daily digest of new critical and warning alerts
• Invoice status updates — when an invoice you created is viewed or paid
• Team mentions in task comments
• Assignment notifications — when a task is assigned to you

Organization Settings

Controls the core identity of your organization. Changes here affect invoices, the client portal, and all shared views. Requires Admin or Owner role.

Required fields

• Organization name — appears on PDF invoices and the client portal. Use your legal company name or DBA name.
• Timezone — used for daily Celery tasks (smart alerts run at your local midnight, trial expiry emails send in your timezone). Set this accurately at setup — changing it mid-operation can cause alerts to fire at unexpected times.

Optional fields

• Logo — appears on PDF invoices and the client portal header. Recommended: square image, minimum 200×200px, PNG or SVG.
• Industry — used in reporting and future AI benchmarking features.
• Company size — number of employees range (for internal context).

Team Management

Settings → Team shows all active team members and any pending invitations. Requires Admin or Owner role.

Inviting a new team member

Changing a member's role

Admins can change the role of any team member except the Owner. Click the role badge next to a team member's name and select the new role from the dropdown. The change takes effect on their next action (or next page load if they're currently logged in).

Deactivating a team member

Deactivating a member revokes their login access immediately. All their historical data (time entries, task assignments, comments) is preserved. They are no longer counted against your seat limit after deactivation.

Capacity settings

Each team member has a weekly_capacity_hours field (default: 40h). Admins can edit this inline in the team list. This value is used in the Resource Planning capacity view to determine how many hours per week each person can be committed to.

Pipeline Stage Settings

Settings → Pipeline shows your CRM pipeline stages. Requires Admin or Owner role.

Customizing stages

• Rename any stage — click the stage name to edit inline
• Change the color — used on the Kanban board and deal cards
• Reorder stages — drag to rearrange. The Kanban board reflects the new order immediately
• Add a new stage — click Add Stage at the bottom of the list
• Delete a stage — only possible if no active deals are in that stage

Won and Lost stage rules

• Every pipeline must have exactly one Won stage (is_won = true) and one Lost stage (is_lost = true)
• These stages cannot be deleted
• Moving a deal to the Won stage automatically sets deal.status = 'won' and records actual_close_date
• Moving a deal to the Lost stage sets deal.status = 'lost'

Multiple pipelines

Available on Growth and Scale plans. Settings → Pipelines lets you create separate pipelines for different teams or deal types. Each pipeline has its own stage set. A default pipeline is always required and cannot be deleted.

Service Rate Card

Settings → Services defines the services your agency delivers. The rate card is the foundation of deal pricing and project profitability calculations.

Creating a service

Billing rate vs cost rate

The difference between billing rate and cost rate is your margin source. If you bill clients $100/h for frontend development but your developer costs you $50/h (salary ÷ working hours), your gross margin on that service is 50%. ACOS uses these rates to calculate project profitability automatically.

Deactivating a service

Services can be deactivated rather than deleted. Deactivated services no longer appear in the dropdown when creating deals or time entries, but all historical data that referenced them is preserved.

Security Settings

Settings → Profile → Security. Protect your account with two-factor authentication or sign in with Google. These settings are per-user and do not affect your teammates.

Two-factor authentication (TOTP)

Once enabled, every login requires your password plus the current TOTP code. If you lose access to your authenticator app, use a backup code at the verification screen. If all backup codes are used, generate a new set from Settings → Security.

Google Sign-In

Link your Google account from Settings → Profile → Security → Link Google Account. Once linked, you can sign in with Google instead of your email and password. Google Sign-In does not replace 2FA — if 2FA is enabled, you will still be prompted for your TOTP code after authenticating with Google.

• One Google account can be linked per ACOS user.
• Unlinking Google returns you to email + password login.
• If you sign up via Google, a password can be set later from Profile Settings.

Data & Privacy

Settings → Profile → Data & Privacy. ACOS is GDPR-compliant. You can export all your organization's data or schedule account deletion at any time.

Data export

Click Export my data to receive a JSON file of all data associated with your organization — contacts, deals, projects, tasks, time entries, invoices, and settings. ACOS emails the export to your registered email address within a few minutes. The export includes a timestamp and is scoped to your organization only.

Account deletion

Click Delete account to schedule deletion of your ACOS organization and all associated data. Deletion is scheduled 30 days in the future — you can cancel it any time before the deadline. After 30 days, all data is permanently deleted and cannot be recovered.

Invoice Settings

Settings → Invoice. Requires Admin or Owner role. These settings apply to all invoices generated in your organization. See the Finance → Invoice Branding doc for full detail on PDF options.

• Logo — upload your company logo. Shown in the PDF header. Replaces the org name text.
• Brand colour — hex colour for invoice header, total row background, and accent line.
• Footer note — custom text at the bottom of every PDF (thank-you message, legal notice, etc.).
• Bank / payment details — bank name, account number, IBAN, routing, etc. Displayed as Payment Instructions in the PDF.
• Default payment terms — pre-fills Due on Receipt / Net 7 / Net 14 / Net 30 on new invoices.
• Automatic payment reminders — org-wide toggle. When on, ACOS sends reminder emails at 5 scheduled intervals. Individual invoices can opt out.

Integrations

Settings → Integrations. Connect external services. Each integration has a Connect / Disconnect button and shows connection status. See the Integrations doc for step-by-step setup per service.

Best Practices

• Set up your service rate card before your first deal. Having rates defined makes deal line items accurate from the start.
• Review the rate card annually. If your team's costs have increased but you haven't updated the cost rates, your profitability calculations will be understated.
• Use descriptive service names that match how your clients think about your work — 'Frontend Development' is clearer on an invoice than 'Dev Work'.
• When inviting a new team member, choose their role carefully. It's easy to promote someone but harder to demote without a conversation.
• Keep your team list current. Deactivate former employees promptly so your utilization reports reflect your actual active team.
• Enable 2FA for all admin and owner accounts. One compromised account can expose all client and financial data.
• Upload your logo and set a brand colour in Invoice Settings before your first client invoice — it takes two minutes and looks professional immediately.
• Generate a data export quarterly as a backup, even if you have no plans to leave ACOS.

FAQ