Everything a Client sees with your name on it comes from one place: your profile. Your Brands, your logo, and the footers that sit at the bottom of Invoices, Financial Statements and reports.
It takes about ten minutes to set up properly and then you never think about it again — but if you skip it, every document you send for the next year carries the gap.
Under User Settings › User Profile. This is the business side of your account, as opposed to your own login details.
The name fields are your Brands — the names you trade and invoice under. There is room for more than one, because plenty of people trade under a different name from the one on their registration, and plenty run two lines of work from one business.
Put the Brand your Clients would recognise first. That is the one that appears at the top of an Invoice.
Brands work with or without a Business Entity, and one entity can carry several. See Set Up Your Business Profile for how the two fit together.
Address, phone, email. These flow onto Invoices and documents, so use the details you actually want a Client to reply to.
A clean PNG with a transparent background works best. It appears on Invoices and on the documents you send out.
The Invoice logo is set per Business Entity, not once for the whole account — so if you run two entities, each can carry its own.
The Invoice footer is the small print at the bottom of every Invoice. It is the right place for the things that have to appear somewhere but do not belong at the top:
Write it once and it appears on every Invoice from then on.
This is a separate footer, and it is the one people forget. It appears at the bottom of your Financial Statements, General Ledger reports and the other accounting reports you produce.
It is a different job from the Invoice footer. An Invoice footer tells a Client how to pay you. A statement footer tells a reader what they are looking at:
If you hand statements to anyone outside the business — a lender, an Accountant, a partner — this footer is what stops a printed page being ambiguous six months later.
Create an Invoice to your own address and produce one report. Look at what actually arrives. Details that look fine in a form regularly look wrong on the page, and it is far better to find that now than on the Invoice you send a new Client.
Put the registered name in the footer, not the header. If you registered as “1234567 Ontario Inc” but trade as something else, the Brand goes at the top and the registered name goes below. Clients recognise one and accountants need the other.
Put your GST or HST number in the Invoice footer. If you are registered it has to appear, and the footer means you never have to remember to add it.
Say how to pay you. The single most effective thing you can put in an Invoice footer. People pay faster when they do not have to ask.
Keep the statement footer factual. It is not marketing. A reader wants to know whose statements these are, what period they cover and on what basis they were prepared.
Check it on a real document, not in the form. Ten minutes now against a year of slightly wrong Invoices.
The profile is the top of a chain. Your Brand and address flow onto every Invoice, every Quote and every document you send for signature. The Invoice logo comes from the Business Entity, so the entity you put an Invoice against decides the branding on it.
The statement footer runs the other way — into the accounting side, onto the Financial Statements and General Ledger reports that come out at Month End and Year End. One setting, applied to every report you will produce this year.
The wrong Brand is on my Invoice. The name comes from the Business Entity the Invoice was raised against. Check that first, then the Brand order on your profile.
My logo looks stretched or fuzzy. Upload a larger PNG. A logo scaled up from a small file will always look soft in print.
My logo is not appearing on Invoices. The Invoice logo is set per Business Entity. Setting it on one entity does not set it on the others.
I cannot find the footer fields. They sit on the profile alongside the branding settings, on every plan — scroll down past the contact details.
My footer is cut off on the PDF. Shorten it. A footer is a few lines, not a paragraph — anything longer competes with the document itself.
Old Invoices still show the old details. That is deliberate. An Invoice already sent is a record of what you sent, and changing it retrospectively would be wrong.
The Invoice footer speaks to a Client — how to pay, your terms, your tax number. The statement footer speaks to whoever reads your accounts — whose books these are, what period, on what basis.
Your Financial Statements and the accounting reports produced alongside them, so a printed page still identifies itself once it has left your screen.
The Invoice logo is held per Business Entity, so entities can differ. If you run several Brands from one entity, they share that entity's logo.
No, but you will want to. If you are GST or HST registered the number has to appear somewhere, and the footer is the place it goes automatically.
No. Sent Invoices keep the details they were sent with, which is what you want — they are a record, not a live document.
Only if you give them access. Branding usually sits with whoever owns the business rather than with an Assistant — see Add Team Members and Set Permissions.
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