1. Recommended Configuration Order
Proffa works best when settings are configured in the order below. Items higher in the list are used by the ones beneath them, for example, Service Templates are built from Service Categories, and proposals are built from Service Templates.
| Step | Why it matters |
|---|---|
| 1. Company Settings | Your company name, logo and contact details. These appear on every proposal and letter, so set this up first. |
| 2. Roles | Define what each type of user is allowed to see and do. |
| 3. Users | Create accounts for your team and assign each person a role. |
| 4. Service Categories | Group your services (e.g. Tax, Bookkeeping, Advisory). |
| 5. Service Templates | The individual services and prices you will add to proposals. |
| 6. Engagement Letters / Client Letters | Reusable letter templates issued with proposals. |
| 7. Onboarding Template | The form clients complete when onboarding through a deal. |
| 8. Billing | Confirm or change your Proffa subscription plan. |
Tip
You can revisit any setting at any time, but configuring Company Settings, Services and Templates before your first proposal saves the most rework.
At a glance, here is how the settings feed into the day-to-day work:
Where it links
How configuration flows into Proposals and Deals: • Company Settings → logo & company name on every Proposal and Letter. • Service Categories → Service Templates → the Services you add to a Proposal. • Engagement / Client Letters → issued with Proposals, stored on the customer. • Onboarding Template → the form clients fill in during a Deal, feeding their client record. • Roles → Users → who is allowed to do all of the above. • Billing (your plan) → caps how many Proposals, Deals, Services, Categories, Engagement Letters and how much storage you can use.
2. Opening the Settings Menu
Sign in to Proffa, then open the Settings group in the left-hand navigation menu. The menu lists every configuration screen described in this guide.
Note
Some items only appear if your role has permission to view them. If a screen described here is missing, ask an administrator to grant your role access under Settings → Roles.
3. Settings Screens
3.1. Company Settings
Sets your company identity, logo, name, contact details and address. This information is shown on proposals, engagement letters and client letters, so complete it before creating documents.
Why this matters
Your logo and company name are printed on every proposal and letter a client receives. If this is blank or wrong, your documents look unbranded and unprofessional. This is the first thing to configure.
Where it links
The details you save here are reused automatically by: • Proposal documents, your logo and company name appear in the header of every generated proposal PDF. • Engagement Letters and Client Letters, company identity is shown on generated letters. • Outbound emails, used as part of the sender identity / footer.
Important
Known limitation: after you change the logo or company details, the new logo may not appear on proposals until you refresh the browser or sign out and back in. See Appendix A.
| Field / Control | Description |
|---|---|
| Company logo | Upload your company logo. It appears at the top of proposals and letters. |
| Company name | Your registered business name. |
| Email / Phone / Website | Primary contact details shown to clients. |
| Address | Street, suite, city, state, postal code and country. |
| Save | Saves all changes to your company profile. |
- 1Open Settings → Company Settings.
- 2Upload your logo and fill in the company name and contact details.
- 3Complete the address fields.
- 4Click Save. A confirmation message appears when saved.
3.2. Roles
Roles control which menus and features each user can access. Create a role, give it a name, then tick the menu permissions that role should have.
Why this matters
Roles are how you keep staff in the right lane, for example, letting an account manager create proposals but not change billing. Without roles, you cannot control who sees Settings, Billing, or client data.
Where it links
Roles connect to: • Users (3.3), every user is assigned exactly one role. • The whole navigation menu, each menu item has a permission key, so a role’s ticks decide which screens a user sees across Proffa, including these Settings screens. • If a screen is missing for a user, it is almost always a Roles permission, not a fault.
| Field / Control | Description |
|---|---|
| Add Role | Opens the dialog to create a new role. |
| Role name | A label for the role, e.g. “Account Manager”. |
| Description | A short note describing the role. |
| Menu Permissions | Tick the screens this role may access. Use Select all / Clear all to set them quickly. |
| Save | Saves the role and its permissions. |
| Edit / Delete | Update or remove an existing role from the list. |
- 1Open Settings → Roles.
- 2Click Add Role.
- 3Enter a role name and description.
- 4Tick the menu permissions for the role.
- 5Click Save.
Tip
Set up roles before adding users, so you can assign the right role to each person as you create their account.
3.3. Users
Create and manage the accounts your team uses to sign in. Each user is assigned a role that determines what they can access.
Why this matters
People can only use Proffa once they have an account. The role you give each user controls everything they can see and do, so create roles first (3.2).
Where it links
Users connect to: • Roles (3.2) selected when you create the user. • The Sign In screen, users log in with the email and password set here (see the Sign In & Password Recovery manual). • Records across Proffa, proposals, deals and notes are attributed to the signed-in user.
| Field / Control | Description |
|---|---|
| Add User | Creates a new user account. |
| Name / Email | The user’s name and sign-in email address. |
| Role | The role (and therefore permissions) assigned to the user. |
| Password | An initial password for the account (the user can reset it later). |
| Edit / Deactivate | Update a user’s details or remove their access. |
- 1Open Settings → Users.
- 2Click Add User and enter their name and email.
- 3Select a Role for the user.
- 4Set an initial password and save.
3.4. Service Categories
Categories group your services, so proposals stay organised (for example: Tax, Bookkeeping, Advisory). Create your categories before adding service templates.
Why this matters
Categories are the headings your services sit under. Setting them up first means your service list, and the proposals built from it, stay tidy and easy to navigate.
Where it links
Service Categories connect to: • Service Templates (3.5) every service is filed under a category. • The proposal builder, services are presented grouped by category. • Your subscription, the number of categories you can create is limited by your plan (Billing, 3.10).
| Field / Control | Description |
|---|---|
| Add Category | Creates a new service category. |
| Category name | The name of the group, e.g. “Tax Services”. |
| Edit / Delete | Update or remove a category. |
- 1Open Settings → Service Categories.
- 2Click Add Category, enter a name, and save.
- 3Repeat for each category you offer.
3.5. Service Templates
Service Templates are the individual services (and their prices) that you add to proposals. Each service belongs to a category. Setting these up means you can build proposals quickly by picking from your service list.
Why this matters
This is the heart of your proposal setup. When your team builds a proposal, they pick services from this list, so the more complete and correct it is, the faster and more consistent your proposals will be.
Where it links
Service Templates connect to: • Service Categories (3.4) each service belongs to one. • The Proposal builder, the Services step lets staff add these services to a proposal, and their prices feed the proposal totals. • Your subscription, the number of service templates is limited by your plan (Billing, 3.10).
| Field / Control | Description |
|---|---|
| Add Service | Creates a new service template. |
| Service name | The name of the service shown on proposals. |
| Category | The service category this service belongs to (see 3.4). |
| Description / Pricing | Details and price used when the service is added to a proposal. |
| Edit / Delete | Update or remove a service template. |
Tip
Service Templates are the building blocks of proposals. The more complete this list, the faster your team can create proposals.
How to set up a service template, step by step
1. Go to Settings → Service Templates to open the list of services.
2. First make sure the right Service Category exists (Settings → Service Categories), every service must belong to a category.
3. Click Add (the “+” button, top-right). The service details form opens.
4. Enter the Service name exactly as it should read on a proposal.
5. Choose the Category this service belongs to.
6. Add a Description and the price / fee details for the service.
7. Click Save. The service now appears in the list and can be selected when building a proposal.
8. To change the service later, click the Edit (pencil) icon on its row; to remove it, click Delete.
Tip: Keep service names client-friendly, they appear word-for-word on proposals.
3.6. Engagement Letters
Reusable engagement letter templates that can be issued with a proposal. Create the wording once and reuse it for every client.
Why this matters
Engagement terms are often legal/compliance text you don’t want re-typed (or mistyped) per client. A template keeps the wording consistent and lets the system fill in client details automatically.
Where it links
Engagement Letters connect to: • The Proposal flow (Terms & Conditions step) letters are attached/issued with proposals. • The customer record’s Client Letters tab, where generated letters are stored. • Your subscription, issuing engagement letters is limited by your plan (Billing, 3.10).
| Field / Control | Description |
|---|---|
| Add / New Template | Creates a new engagement letter template. |
| Template name | A label to identify the template. |
| Content editor | The body of the letter, edited in the rich-text editor. Supports placeholders that fill in client details automatically. |
| Save | Saves the template for reuse. |
How to set up an engagement letter template, step by step
1. Go to Settings → Engagement Letters. The list of existing templates appears, with a Total count at the top.
2. Click Add Letter (top-right). A blank letter form opens.
3. In Letter name, type a name that identifies the template internally, for example “Standard Tax Engagement 2026”. Clients do not see this name; it is how you find the template later.
4. Click into the letter body and type or paste your engagement wording.
5. Use the formatting toolbar to style the text, font and size, bold / italic / underline, left / centre / right alignment, and bulleted or numbered lists.
6. Check the layout in the editor, which shows the letter roughly as it will print.
7. Click Save. You are returned to the list, and the new template appears there.
8. To reuse, edit or remove a template later, use the Edit, view (eye) or Delete actions on its row.
Note: Issuing engagement letters is limited by your plan (see Billing, 3.10). If you reach the limit, Proffa prompts you to upgrade when you save.
3.7. Client Letters
Reusable client letter templates configured the same way as engagement letters.
Why this matters
Standardized client correspondence saves time and keeps a consistent, professional tone across everyone on your team.
Where it links
Client Letters connect to: • The customer record’s Client Letters tab, where letters are generated and stored. • The proposal flows alongside engagement letters.
| Field / Control | Description |
|---|---|
| Add / New Template | Creates a new client letter template. |
| Template name | A label to identify the template. |
| Content editor | The body of the letter, with placeholders for client details. |
| Save | Saves the template for reuse. |
How to set up a client letter template, step by step
1. Go to Settings → Client Letters.
2. Click Add (top-right) to open a blank client letter form.
3. Enter a Letter name to identify the template.
4. Compose the letter in the rich-text editor, using the toolbar for formatting (font, bold / italic, alignment, and bulleted or numbered lists).
5. Click Save. The template appears in the list, ready to reuse.
6. Edit or delete a template from its row in the list at any time.
3.8. Onboarding Template
Defines the form a client completes when they are onboarded through a deal. You choose which fields appear and whether each is required.
Why this matters
This is what your client fills in during a deal. The information clients enter is captured against their deal and client record, so your team never re-keys it. A well-designed template means cleaner data and faster onboarding.
Where it links
Onboarding Template connects to: • Deals, the onboarding form is sent/completed as part of a deal (Deal form and Deal Onboarding Submissions). • Client records, the information clients submit is captured against the deal and client record. • The Dragon integration (optional) Dragon Field Mapping links Proffa fields to the external Dragon accounting system.
| Field / Control | Description |
|---|---|
| Add field | Add a question/field to the onboarding form. |
| Field label & type | The question text and its type (text, email, dropdown, etc.). |
| Required | Whether the client must complete the field. |
| Save | Saves the onboarding form layout. |
How to set up the onboarding form, step by step
1. Go to Settings → Onboarding Template. If no template exists yet, you are prompted to create one to get started.
2. (Optional) Enter a Template name and upload a Logo for the form, an image up to 2 MB (JPG, PNG, GIF or SVG).
3. From the field palette at the side, drag a field type onto the form. The available types are Text Input, Number, Date, Dropdown, Checkbox, Radio Buttons, File Upload, Digital Signature, and Section Header (to group fields under a heading).
4. Click a field you have added to edit it: set its Label (the question the client sees) and turn Required on or off. For Dropdown and Radio fields, enter the list of options to choose from.
5. Reorder fields by dragging them; remove a field with its delete icon.
6. Repeat until the form collects everything you need. A typical setup is a “Taxpayer Information” section with name, contact details, address, an ID upload and a signature.
7. Click Save. The form is now available to send to clients from a Deal.
Tip: Add a Digital Signature field at the end so clients can sign off, and mark key fields Required so every submission is complete.
3.9. File Server
A central place to view, search, preview and download files stored in Proffa, such as documents uploaded during onboarding.
Why this matters
All the documents clients upload (especially during onboarding) land here. It’s your single place to find, preview and retrieve those files.
Where it links
File Server connects to: • Onboarding submissions, attachments clients upload during a deal appear here. • Cloud storage (Azure Blob) files are physically stored there. • Your subscription, total storage used counts toward your plan’s storage limit (Billing, 3.10).
| Field / Control | Description |
|---|---|
| Search files | Find a file by name. |
| Preview | Open a file to view it without downloading. |
| Download | Save a copy of the file to your device. |
| Delete | Remove a file from storage. |
3.10. Billing & Subscription
Manage your Proffa subscription, view your current plan and usage, change plans, update your payment method, and view past invoices.
Why this matters
Your plan sets the limits for the rest of the product. When you reach a limit, the related action is blocked until you upgrade, so Billing quietly controls how much of Proffa your team can use.
Where it links
Your subscription plan directly limits these areas (verified in the system): • Proposals created per month. • Deals created per month. • Number of Service Templates (3.5). • Number of Service Categories (3.4). • Engagement Letters issued (3.6). • File storage used by onboarding attachments (File Server, 3.9).
| Field / Control | Description |
|---|---|
| Plan Usage | Show your current plan and how much of its limits you have used. |
| Choose Your Plan | Compare plans and switch. Toggle Monthly / Yearly billing. |
| Manage payment method | Add or update the card used for billing. |
| Cancel / Resume subscription | Cancel your plan or resume a cancelled one. |
| Invoice History | View and search your past invoices. |
Important
Plan limits (such as the number of proposals or users) are enforced based on your subscription. If you reach a limit, upgrade your plan from this screen.
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