Many areas throughout DataGrows pull information directly from Firm Settings, including:

The goal is simple: configure your firm once and let DataGrows use that information throughout the system.

Firm Settings act as the central profile for your practice.

Rather than capturing the same information repeatedly, DataGrows uses your Firm Settings to populate:

✅ Invoices

✅ Reports

✅ Integrations

✅ Practitioner Information

✅ Billing Preferences

✅ VAT Settings

✅ Timekeeping Rules

Keeping this information accurate helps ensure that documents, reports, and integrations function correctly.

Navigate to:

Setup & Integrations → Setup → Firm Settings

If you cannot see this table, it usually means your user profile does not have permission to access firm setup options.

Please contact your Super User or Administrator to request access.

When you first open the Firm Settings table, you will typically see one firm record already created - called "My Company".

If your organisation operates under a single legal entity, this is usually the only record you need.

Open the record to configure your firm's information. You can edit the name and add all your information.

The Company Information section contains your firm's core details.

Examples include:

This information is used throughout DataGrows and appears on documents generated by the system.

Firm Settings also stores practitioner information.

This information is used in multiple areas throughout the system.

A common example is:

The first practitioner captured within Firm Settings automatically pulls through to the mandate documentation generated by DataGrows.

For this reason, it is important to ensure that practitioner details remain current.

Will be used for future SARS integrations where the contact information is required for a submission. You can default to the client or firm depending on your preference.

The invoicing section controls how invoices generated through DataGrows are presented.

Examples include:

✅ Company Information

✅ VAT Details

✅ Invoice Preferences

✅ Billing Settings

Because this information appears on client-facing invoices, it should be reviewed regularly to ensure accuracy.

The System Settings section contains timekeeping preferences.

One of the most important options is:

This determines how recorded time is rounded for billing purposes.

Examples may include:

Your chosen setting will be applied throughout the billing process.

If your firm is VAT registered, this should be configured within Firm Settings.

This allows DataGrows to:

✅ Apply VAT correctly

✅ Generate compliant invoices

✅ Calculate billing values accurately

✅ Support accounting system integrations

Always review VAT settings whenever your firm's tax status changes.

If your firm integrates with:

the Firm Settings record is where the connection is maintained.

Navigate to:

and select the appropriate Sage or Xero company.

This enables DataGrows to:

✅ Post invoices

✅ Sync clients

✅ Support automated billing workflows

✅ Maintain integration links

Many accounting groups operate multiple legal entities while sharing the same team.

Examples include:

DataGrows supports this structure.

If the same staff work across multiple firms:

Repeat this process for each legal entity.

This allows DataGrows to maintain separate firm information while using the same database and team.

A new Firm Settings record is appropriate when:

✅ The firms share staff

✅ The firms work from the same database

✅ The firms share operational processes

However, if firms operate independently with different staff teams:

❌ Do not create additional Firm Settings records

✅ Request a separate DataGrows database

In these cases, contact the DataGrows Support Team for assistance at [email protected].

Ensure company, practitioner, and billing information remain up to date.

Set your preferred billing methodology before extensive timekeeping begins.

This ensures generated documentation remains accurate.

Review Sage and Xero connections whenever changes are made to your accounting systems.

Use additional Firm records for shared teams and separate databases for separate teams.

✅ Firm Settings is the central setup table for your practice.

✅ Firm information flows through to invoices, reports, mandates, and integrations.

✅ Practitioner details are used in several areas, including CIPC documentation.

✅ Time rounding settings control timekeeping and billing behaviour.

✅ VAT and invoicing preferences are maintained in the Firm record.

✅ Sage and Xero integrations are linked through Firm Settings.

✅ Multiple firms can be added where staff are shared.

✅ Separate databases should be used where firms operate independently.

Remember: Firm Settings is the foundation of your DataGrows environment. A few minutes spent maintaining accurate firm information can improve reporting, billing accuracy, integrations, and the overall consistency of your system. 🏢✅⚙️