Settings

Set up the company itself, how each area of AimRack behaves, who approves what, how sign-in is secured, and the connections to other systems.

Settings is where the office sets up the company once and adjusts it as the business changes: the company's name, address and logos on every document, how each area of AimRack behaves, who must approve a large purchase, how people sign in, and the connections to accounting software and other systems. Most people never need it; opening it needs the Settings view permission, and changing anything needs Settings update.

The left sidebar has three groups. Company holds Company, Document Templates, Logos and Printing. Modules holds one page per area: Accounting, Inventory, Items, People, Purchasing, Quality, Sales and Resources. System holds API Keys, Browser, Approval Rules, Audit Logs, Custom Fields, Integrations, Security, Sequences, Serial Numbers and Webhooks.

How to set the company's details when they print on your documents

Open Settings → Company.
Under Basic Information, fill in the Company Name, the address, Tax ID, Phone Number, Fax Number, Email and Website. Depending on the country, fields such as Registration Number or VAT Number appear too.
Choose the Base Currency and the Timezone, then click Save.

These details appear in the header of quotes, orders, invoices and delivery paperwork. The timezone decides which calendar day a delivery, a payment or a time card belongs to, and every time the Integrations page shows, a connection's latest activity and its transfer history among them, is read in it, so set it to where the office is.

The owner of the company also sees Ownership: choose the New owner from the other active employees and click Transfer ownership. This cannot be undone; you stop being the owner in the same moment and only the new owner can hand it on.

How to add your logos when documents and screens should carry your brand

Open Settings → Logos.
Upload an image into each slot you use: Mark Light Mode (the navigation and documents such as sales orders), Mark Dark Mode (the navigation in dark mode), Wordmark Light Mode (the home screen and digital quotes), Wordmark Dark Mode (the home screen in dark mode) and PDF Watermark (a faint background behind every page of generated PDFs).

How to change what your documents look like when the layout or wording needs to change

Open Settings → Document Templates. Each kind of document, such as a sales invoice or a packing slip, has a template you can edit with a live preview, described in Document templates.

How to set up label printers when the office or the plant prints labels

Open Settings → Printing and click Add Printer.
Enter a Name (for example "Zebra 2x1"), pick the Format, either ZPL (Thermal Label) or PDF (Document), and the Media Size.
Enter the Printer URL, and an API Key if the printer needs one, then save.
Use Test from the printer's More menu to send a test print.
Under Assignments, pick the default printer for each location. Everything printed at that location goes to it unless a more specific assignment overrides it.

Click View Prints to see every Print Job with its Status, Source and time. From a job you can View it, Reprint it or Delete it.

How to adjust an area of AimRack when the office works a certain way

Each page under Modules changes how one area behaves. Each card saves on its own with Save, and a switch shows in words whether the feature is on.

Accounting: General Ledger turns full accrual accounting on or off; when it is on, every invoice, payment and adjustment posts a journal entry. Show Trailing Zeros shows 300 as 300.00 so columns line up; stored amounts and printed documents are not affected. Fixed Assets tracks tax depreciation separately from book depreciation, with a Tax Rate (%) and the Deferred Tax Liability Account and Deferred Tax Expense Account.
Sales: Default CC Recipients are copied on every quote emailed to a customer. Centralized Billing Address sends every receivable invoice to one address, such as a head office, with its Name, Email, address lines, City, State / Province, Postal Code, Phone and Fax. Show Customer IDs adds a readable customer number to lists, forms and dropdowns. Digital Quotes lets customers accept a quote online, with who is notified when one is accepted or expires. Further cards choose who is notified about a request for quote marked ready, and about a sales rule violation that was blocked or acknowledged.
Purchasing: Default CC Recipients are copied on every email to a supplier. Centralized Billing Address puts one billing address on purchase orders. Automatic Cost Updates updates an item's cost from supplier transactions, with Update costs on set to Purchase Invoice Post or Purchase Order Finalize. Automatic Lead Time Updates updates lead times from posted receipts. Show Supplier IDs adds a readable supplier number. Supplier Quote Notifications chooses who hears when a supplier submits a quote.
Inventory: Shelf life sets how many days before expiry an item is flagged, the default shelf life for a new item, and what happens when someone tries to use expired stock: Warn but allow, Block with an error, or Block, allow override.
People: Timecards turns time cards on, which adds the Timecards pages described in People.
Quality: Issue Target is the number of open issues drawn as a line on the quality dashboard's trend chart.
Resources: Suggestion Notifications chooses who hears when someone submits a suggestion.

Wherever a card asks who should be notified, you can pick groups from Users or individual people.

How to require approval when purchases above an amount need a second person

Open Settings → Approval Rules. There is one section each for Purchase Orders, Quality Documents and Suppliers (approval before a supplier can be set to Active).
Click New Rule in the section you need.
Enter the Minimum Amount: approval is required at or above it, up to the next rule's minimum. Choose Who Can Approve (groups, individuals or both) and a Default Approver.
Set Escalation Days if a request should escalate when nobody acts, leave Enabled on, and click Create Rule.

Each rule shows as a card you can Edit Rule, Delete Rule, or switch between Enabled and Disabled. A purchase order at or above a rule's minimum needs approval from someone that rule names before it can go ahead.

Open Settings → Security.
Under Two-Factor Authentication Enforcement, turn on Require two-factor authentication. From then on, everyone needs an authenticator app to open this company; their other companies are not affected. The Accounts list in Users shows who has set one up.

When single sign-on is turned on for AimRack, the same page also has Single Sign-On, for a company that signs in through its own identity provider such as Okta, Entra ID or Google Workspace:

Give your identity provider the ACS URL and SP Metadata URL listed under Service Provider Details.
Under Identity Provider, paste either the IdP Metadata URL or the IdP Metadata XML, and click Connect.
Under Email Domains, click Add a domain, add the TXT record shown (its Host and Value) at your domain name provider, then click Verify. A domain shows Pending until it is Verified.
Turn on Require SAML SSO to make people on verified domains sign in only through the identity provider; the emailed sign-in link and passkeys are then refused for them.

Deactivate Single Sign-On ends it; people on your domains can then no longer sign in through the identity provider.

How to see who changed a record when you need to know

Open Settings → Audit Logs. Audit Logging records every change to invoices, orders, customers, suppliers and other key records while it is on.
Click View All to see the log: each change's Entity, Operation, Changed By, Changes and When.
Older entries move to Archived Logs after the number of days shown, where each archive can be downloaded with Download.

How to add your own fields when a record needs something AimRack does not track

Open Settings → Custom Fields. The list shows each kind of record that can take custom fields, such as Customer, Customer Location, Location, Quote or Purchase Order, with its Module and how many Fields it has.
Choose New Field from the record's menu, or View Custom Fields and then Add Custom Field.
Enter the Name, pick the Data Type (it cannot be changed later), add List Options for a list, and turn on Required if the field must be filled in. Click Save.

How to change how records are numbered when you want a different format

Open Settings → Sequences. Each kind of numbered record is listed with its Prefix, Current number, Size, Step and Suffix; for example sales invoices start with the prefix AR and six digits, and customers with CUS.
Choose Edit Sequence, change the parts you need, and click Save. New records take the next number; records already numbered keep theirs.

Serial Numbers works the same way for one item at a time: Add Serial Number, pick the Item, and set its Prefix, Current, Size, Step and Suffix. Serial numbers are generated only for items tracked by serial or batch number.

How to connect another system when you use accounting software, email or issue tracking

Open Settings → Integrations. Each system shows as a card under its category, marked Connected, Not connected or Reconnect needed. The top of the page counts how many are connected and how many need attention, and Search integrations finds one. Under the QuickBooks Online and Cargas Energy cards, a line says what their latest sync did and when, for example 42 records in step, Moving records now or Paused until 9:30 AM, with how many records need a look.
For QuickBooks Online, click Connect to QuickBooks. Intuit's own sign-in opens in a separate window: sign in, choose your company and approve access. The card shows Connected as soon as the connection is made, and AimRack never sees your QuickBooks password. If the browser blocks the window, allow pop-ups for AimRack and connect again; Reopen window brings a hidden one back.
For Email, Rillet, Linear and the others, click Connect (or Manage connection for one already connected) and fill in its settings.
Cargas Energy keeps Cargas and QuickBooks in step through the AimRack browser extension, in your own signed-in Cargas tab: add the extension, open Cargas in that browser and sign in, then ask the assistant to keep Cargas and QuickBooks in step. The assistant asks for your AimRack start date and whether Cargas already sends its own export to your ledger; either can wait. AimRack writes nothing back to Cargas until the ledger answer is recorded. Its card shows Connected once the connection is saved, with your AimRack start date and Cargas's own export to your ledger (Not decided yet or Not recorded yet until you answer) and how many customers came across from Cargas and when. Connect in the chat starts the connection, Manage connection opens its details, Review connection appears when it needs reconnecting, and Import more in the chat brings a Cargas export across.

The systems on offer: QuickBooks Online and Rillet (accounting), Email (send quotes, orders and invoices from your own domain, through Resend or your own mail server), Linear (issue tracking), Cargas Energy (your propane back office, kept in step with AimRack and QuickBooks), Paperless Parts and Sage Intacct.

An accounting connection adds Map accounts, where each AimRack account is paired with one in your accounting software (Match by code pairs those whose numbers are equal, and Suggest with AI proposes the rest for you to confirm), and Sync Activity, a list of every record sent or received, newest first, filtered by All, Pending, In Flight, Completed, Failed, Warning, Skipped or Excluded. Each entry shows its status, the document it concerns (click the number to peek at it) and, in plain words, what happened; a long message is cut short and shows whole when you point at it. Review opens What needs your attention, the whole message with the step to take and where; after making that change, Retry puts the record back in the queue, Skip sets it aside, and Details for support holds the codes AimRack support asks for.

How to check or end the QuickBooks connection when you need to

Open Settings → Integrations and click Connection details on the QuickBooks card.
Connection shows the QuickBooks company, a Sandbox badge when it is a practice company, its Company ID (realm), Connected by and Connected on; View in QuickBooks opens QuickBooks itself. What syncs lists each record and which way it moves, and Transfer history shows the last ten transfers with each step's counts. A transfer's rejected records link to Sync Activity through Review in Sync Activity.
When the card says Reconnect needed, QuickBooks has asked for the sign-in again: click Reconnect and sign in to Intuit.
Disconnect asks first. Disconnect QuickBooks ends the connection at Intuit, so new invoices and payments stop moving; records already transferred stay in both systems, and you can reconnect later. Keep connected cancels and puts you back on Disconnect. When the disconnect cannot finish, the card stays connected and a message says what happened; disconnecting again finishes it. Exact messages: "QuickBooks couldn't be reached, so nothing was disconnected. Try again.", "QuickBooks was disconnected, but AimRack couldn't record it. Disconnect again to finish." and "AimRack couldn't mark this integration disconnected, so nothing was changed. Try again."

How to correct the posting settings when AimRack stops syncing an integration because they are not valid

AimRack reads an accounting integration's posting settings before every sync. When the stored settings are not ones it can read, it syncs nothing for that integration until they are corrected, rather than syncing with settings nobody chose. AimRack refuses with "This integration's posting sync settings are not valid (…), so nothing syncs until they are corrected. In AimRack, open Settings → Integrations, choose this integration, review its Posting tab (or its Dimensions tab, for a dimension setting) and save that tab." The part in brackets names each setting that is not valid and why.

Open Settings → Integrations and click Manage connection (or Connection details) on the integration's card.
Open the Posting tab. It opens with valid settings in place of the ones that could not be read, so what it shows is what saving will write: Receivables (AR) and Payables (AP), the Daily summary choice for each source type, the Period lock policy and the Books lock date (manual). Set each to what the office wants, then click Save; the page confirms Updated posting sync settings.
When the setting named is a dimension setting, open the Dimensions tab instead, check the dimensions it shows and click Save dimension settings; the page confirms Updated dimension sync settings.

The next sync reads the corrected settings.

How to let another program reach your data when a developer or a tool needs access

API Keys: click Add API Key, enter a Name, an optional Expires At date, and tick what the key may do in the permission grid. The key is shown once, with Copy API Key and Copy MCP Command; store it safely. The list shows each key's Scopes, Rate Limit and Expires date, and Delete API Key revokes it.
Webhooks: click Add Webhook, pick the Table, tick Insert, Update or Delete under Notifications, enter a Name and the Webhook URL that should receive the changed record, and leave Active on. The Success column shows how many deliveries worked and how many failed.
Browser: Connected browsers lists every browser AimRack's assistant can work in for you, newest first, one entry per browser under the name the AimRack extension gives it, such as Chrome on macOS. A long name is cut short and shows whole when you point at it, and a browser whose extension gives no name shows as Unknown browser. A browser ready to use shows Connected and since the date and time it connected; one whose extension is older than AimRack needs shows Update needed. To connect another browser, add the AimRack extension to it and sign in to it. Disconnect signs AimRack out of every browser listed at once, not only one; with none left the page shows Not connected. Exact messages: "Update the AimRack extension, then restart this browser.", "No browser is connected to your account." and, when the connection cannot be read, "The browser relay is not reachable right now."

How to treat the manufacturing settings when you see them

Some settings pages carry cards for factory work that nothing in a propane company's day uses. Leave these as they are:

Inventory: Kanban Output, Calculated finished-good expiry, Finishing an incomplete pick and Returning unused picked material, which describe shop-floor picking for production jobs.
Items: Material IDs, Metric material dimensions and Release Control for bills of material. Item IDs (whether item numbers may contain lowercase letters) does apply to every item.
People: Console Mode, a PIN sign-in for shared terminals that no screen in AimRack uses.
Quality: Gauge Calibration Notifications, Inspections: Require Different Inspector and Sampling Standard for inbound inspection.
Resources: Maintenance Dispatch Notifications, for machine breakdowns reported from the shop floor.
Sales: Quote Markups, a markup percentage per manufacturing cost category (material, part, tool, consumable, service, labor, machine, overhead, outside work).

Where this fits

Document layouts: Document templates.
Groups to notify and approve, and each person's permissions: Users.
Time cards once turned on: People.
Your own profile, notifications and sign-in: Your account.
What the General Ledger switch starts posting: Accounting.