Last updated on September 20th, 2023
Organisation settings allow you to choose options for your Gojee file, and configure the connection between Xero and Gojee. You can access this menu by selecting Settings from home screen:
Detail on each tab is provided below.
When configuring your account for the first time, you’ll have the option to save and complete later if you’re not finished selecting all the required options.
This page allows you to set your general ledger accounts to be used when Gojee sends transactions through to Xero:
As an example, the following images illustrate how the settings in Gojee for Income accounts, flow through to the invoice created in Xero:
Select these accounts in Gojee:
Raise an invoice for a job that has charges for Professions, Assets and Templates, and it will be configured as follows in Xero:
Card Payments Received: Typically, this would be the bank account that Square card payments are deposited into (i.e. the bank account you nominate with Square when setting up your account with them), however you may also want to reconcile these payments into a clearing account, or some other account depending on your processes.
Cash Payments Received: Typically, this would be the bank account that you deposit your cash takings into, however you may also want to reconcile these payments into a clearing account, or some other account depending on your processes.
Prepayment Holding Account: Typically, this would be a liability account that you recognise the value of prepayments (deposits) on your balance sheet prior to invoicing your customer (i.e. an “unearned revenue” account or similar), however you may also want to reconcile these payments into an asset account, or some other account depending on your processes. The account thats selected here will show on the prepayment document created in Xero as follows:
To illustrate how the chosen accounts flow through to the transactions in Xero, an example cash payment transaction is provided below:
Example: Set the cash payment account in Xero to “Business Bank Account” (this is a bank account set up in Xero)
Create a payment in Gojee for an Invoice, and it will be automatically sent to Xero as per the image below:
This payment will be allocated to the “Business Bank Account” as an unreconciled payment. When the funds are deposited into the bank account this transaction can be reconciled against the deposit:
This section allows you to set the default branding theme that will be applied when creating a new document of the types shown on this page. Gojee uses the Xero branding themes to generate custom PDF’s with your business’s logo, formatting and styles. To learn more about using Xero Branding themes, please click refer to the following resources:
Once you have your Xero Branding themes set up, you can simply choose the relevant branding theme for each document listed on this page:
Note: When creating or editing Invoice, Quotes, Purchase orders etc, you will have the option to change the branding theme applied on an individual basis, as per the example below:
The planning sections allows you to choose your default business operating hours. This information will be used to set the width of the planning schedule for the daily view.
Simply enter a default start and stop time in the input fields as shown below:
For example, the settings above would result in a view on your staff scheduling page as follows:
Email settings allow you to define a contact email address for your organisation that can be bcc’d (blind carbon copied) by default when emailing quotations, invoices and purchase orders to customers from Gojee.
Simply enter an email address for your organisation reply and contact email address as shown below:
On this tab, you are provided an option to turn on the integration with Square Payments, and a Xero invoice assignment feature.
Refer to the section on Deposits and Payments for more information on this feature. There is no additional cost for using this feature from Gojee. There will be a standard transaction fee charged by Square for payments processed on their platform, similar to other payment platforms.
To turn on this feature, simple select it from the dropdown, and it will display in the list as per the image below:
Once you have enabled the square payment feature, you will need to choose a card payment account on the GL account mapping tab:
You will not be able to save the change without selecting an account. Please speak with your bookkeeper or accountant for advice on which account to select if you’re unsure. Typically, this would be the bank account that Square payments are deposited into (i.e. the bank account you nominate with Square when setting up your account with them), however you may also want to reconcile these payments into a clearing account, or some other account depending on your processes.
You will also need to complete additional setup on the “Payments” tab. Refer to that section for details on completing this.
Xero Invoice Assignment:
The tick box at the bottom of the table relates to invoicing. This option allows you to pull invoices created in Xero into Gojee and assign them to a Gojee Job. Enabling this option will add a button to the job invoice page which will allow users to select a Xero invoice and assign it to the selected job, as per the image below:
In Gojee, there are three types of activities that can be selected when users are tracking time, or entering time records. These activities define whether the time will be billable on a job, and/or billable on the workers time sheet. Each of these activities has a default name as detailed below:
This page allows you to simply change the name of these activities to another name thats more applicable to your business. To change one of the activity names, simply click on the text and update it. If you’re comfortable with the default names, then no changes are required on this page.
This tab allows you to configure a default customer for your point of sale (POS) transactions, and also define your Square integration settings if that feature has been turned on from the Application Featured tab. None of these options are required, so you can continue setting up the rest of your organisation and come back to this at any time if you’d like to use it.
When the square option is enabled, the page will look as follows:
The options are detailed below.
Select any of your existing customers from the dropdown list. If you need to create a new customer, refer to Customers section for details on how to do this. You can save and navigate away from this page, create the new customer, and then come back to select it.
This section enables you to enter your square account credentials to link your square account to your Gojee account. You will need to have firstly created a verified square account, and then log into the developer section of the square website to find your credentials.
The following steps are required to set up the square integration in Australia:
From the application integration page, select the option to create your first application and then follow these steps:
Add a name for your application, “Gojee Integration” for example would be a suitable name
Select the option to “Accept Payments”
Choose the option “A company”
Your application will be create and you’ll be navigated to the application page where your credentials will be available to copy into Gojee:
To complete the integration with Gojee:
Click Save and you’re ready to take card payments in Gojee using the Square integration.
This section enables you to configure different aspects of your resources. These settings are optional and some standard defaults will be applied if no changes are made. Please review the details of each section below:
These addresses will show in Gojee as follows:
These delivery addresses can then be selected as defaults when creating purchase orders. Refer to the Purchasing section for details on creating purchase orders.
Purchase Order Description:
This section allows you to customise what will be shown on the purchase order pdf’s you create from Gojee to send to your suppliers. The fields referred to are numbered in the images below from the Inventory Edit Page:
This section provides and option to Automatically consume items onto the job when receiving goods.
This page allows you to upload your company logo, and set your job sequence number.
Gojee allows you to upload a logo to be displayed on the top left and top right. These logos are for use on documents created by Gojee, and not by the Xero branding themes. Currently this applies to Delivery Dockets only. An example of how these logo’s are displayed is provided below:
Job sequence number:
This setting allows you to change the number for the next job that is created in Gojee. This is useful to continue on with your current job numbering system.