When you register your account you will be asked to enter your company’s location. This location will determine which predefined settings are applied to your company account.

These predefined settings are:

• Default Tax
• Default Language
• Base Currency
• Time Zone
• Date and Time Format
• Number Format
• First Day of Week

However, you can change that (and further company data) on the company profile.

Company Information

On the company information tab you can change the company name, company email address and change your zistemo subdomain (business link).

Address and Phone

On the second tab you can change the company address and a general phone number. This information will be used on the invoice/estimate footer

Company Settings

On the company settings you can change default settings for the company’s zistemo account.

The tax ID will be used to your zistemo subscription invoices.
Night worktime will be used on the HR report

Base Currency

Your Base currency is used as the currency for all account reports, hourly salary rates, tasks, and items rates.
It is also a default billing currency. To bill clients using other currencies – you can add and customize at Settings ➝ Currency. Learn more about using multi-currencies

Number Format

Here you can change the general number format in the system. Please note that it doesn’t effect the currency format on estimates/invoices. If you want to the change the number format of a currency, please read this article: click here

Time Zone

This is your company’s time zone. Automated account actions such as email notifications will take place at 9:00 AM in your time-zone. Each user can have separate time zones if needed. Click here learn more about user time zones.

Date Format

The date format is used for all account actions and will display on invoice and estimate documents. following date formats are supported:

• mm/dd/yy
• mm/dd/yyyy
• dd/mm/yy
• dd/mm/yyyy
• yy-mm-dd
• yyyy-mm-dd
• yy/mm/dd
• yyyy/mm/dd
• mm-dd-yy
• mm-dd-yyyy
• dd-mm-yy
• dd-mm-yyyy
• mm.dd.yy
• dd.mm.yy
• yy.mm.dd
• mm.dd.yyyy
• dd.mm.yyyy
• yyyy.mm.dd
• dd M yyyy
• dd M yy
• dd.MM yyyy
• dd MM yy

Time Format/First Day of Week

zistemo supports two Time Formats – 12h (5:22 PM) and 24h (17:22). You can choose the one you prefer. And also set up the first day of the week. The first day of week will be used for calendar views like on timesheets.

Language

The company language will be used as default to all users, documents (invoices, estimates, retainers, etc.) and notifications. Following languages are supported:

• English
• German
• French
• Italian
• Czech
• Ukrainian
• Spanish
• Polish
• Portuguese
• Russian

If you want to change the language of an invoice, click here to learn more.
Further, staff can use their own language if the want/need to. Learn more about users’s language

Company Registration Number/Tax ID

The company registration number and the will be used in the footer of documents like invoices, estimates and retainers.

Account Number System

Based on you company location (GER/AT/CH) you can select between account number system SKR04/SKR03. If you aren’t sure what to use ask you tax consultant/accountant. It will effect your expense categories numbers.

Business Bank Account Information

You company bank information will be used on all invoices, estimates, retainers etc.

Email Delivery

By default, all emails will be send from your email address but from the zistemo server. Due to that fact, it could happen that your email will get into spam at your client’s inbox. To avoid that you can either whitelabel your domain or you change the email delivery setting. You could also send emails from “do-not-reply@zistemo.com” or send emails from your outgoing server using SMTP.

Learn more about using do-not-reply@zistemo.com ➜
Learn more about sending email from your server using SMTP ➜

Enter changes and Save, as shown below:

As soon as you’ve completed this step, your old business link will no longer be active. After clicking “Save Changes”, you will be logged out from your previous account link and you’ll need to log in again with the new link.
By default, your team will receive a notification with the new Business Link by e-mail.

Important: if you also want to inform your Clients, do not forget to mark the checkbox “Send notification” before Saving Changes.

To change Company Profile settings including company name, email, default account data, bank data, address, and phone – go to, Settings ➝ Company Profile.

Company Profile definitions and uses

Your Company Name is displayed on your account login pages

and on all invoice/estimate documents

As a default, your Address, Phone and Bank Data will be displayed on the footer of invoices and estimates, along with your contact details.

Editing sent invoices and approved estimates

You can enable or disable edits to sent invoices and approved estimates at Settings -> Preferences.
If you check ‘Allow editing sent invoices’ – you will be able to review invoices that have been sent to clients and will be able to update them.
If you check ‘Allow editing approved estimates’ – you will be able to review approved estimates and be able to update them.

Invoice/estimate title & number

When you create a new estimate or invoice – you’ll see an ‘Estimate Title’ or ‘Invoice Title’ field.

This can be just a note for the Invoice/Estimate. It will be displayed on the Invoice/Estimate grid.

It can also be displayed as a title on the Invoice/Estimate.

If you would like to use titles on invoice and estimate documents – mark check-box ‘Show invoice/estimate title in preview‘ at Settings ➝ Preferences.
You can also enable or disable the function to edit the invoice/estimate numbers. Check ‘Allow editing invoice/estimate number‘ (Settings ➝ Preferences). This gives you the opportunity to edit and change the invoice and estimate number as your preferred one.

Delivery Note & Packing Slip tasks and items

You can print delivery notes and packing slips for all your invoices.
These can only include items from the invoice or items and tasks.
If you check ‘Tasks and Items on the Delivery Note’ and ‘Tasks and Items on the Packing Slip’ – items and tasks will be included.
If you uncheck this box – only items will be displayed.
These parameters can be found at Settings ➝ Preferences

Check the boxes below if you’d like to get a Copy of the emails sent, don’t forget to Save Changes:

The checkbox ‘Allow editing for Invoices generated through the Invoice Wizard‘ will allow you to edit the Invoice generated through the project (more about Project Invoice Wizard here).

Enable the format editor on item/task descriptions checkbox will allow you to edit your items/tasks descriptions. More about it here

Draft/ProForma Invoices have a separate number – when this checkbox is checked then your drafts will have separate numbering and your sent invoices will be enumerated separately.
Please Note: This option will not apply to reccuring invoices. 

Change Unit Hour option will allow you to change the Invoice Unit by default:

And now when creating an Invoice instead of ‘Hour’ you’ll see the ‘Piece’ as a default Item (or any other you choose):

About ‘Hide zistemo watermark‘ and ‘Show the download link for the mobile app‘ please read here.

Use different templates for estimates

If you enable this option, you can use different default templates for estimates and invoices (retainers, etc.). This is an option, if you want to use an estimate or invoice, which is not based on the settings of the invoice/estimate template which you created. So you can create different estimates and invoice templates separated from the style and settings.

Go to your Templates (Settings -> Templates) and choose the default invoice/estimate template: You can use the template as default “estimate” or “invoice” template.

NOTE: Each client can have his own template. More HERE. So if you set the “estimate default” template to your client, it will has it’s settings for the client only based on the estimate if you did not edit the template. So you better create a separated template for your client/s

You can create welcome messages for your clients and staff members accounts at, Settings ➝ Preferences

When your clients or staff login to their accounts – they will see your welcome message.

You can customize the sales taxes of your business at, Settings ➝ Taxes.

You can then add taxes to the price of your products. As a default, product costs exclude taxes meaning the total price will consist of the product cost and the additional tax.

You can also choose to include taxes on the initial product amount during the raising of invoices or estimates.

Taxes with 3 digits after the decimal point

zistemo supports taxes with 3 decimal places. If you use taxes with 3 numbers after the decimal point in your business – just add this tax to any tax fields. It will not be rounded automatically, so you will see the correct taxes on all your zistemo documents.

If you want to set your sales taxes, go to the Settings ➝ Taxes. Here you can add Taxes or Tax Groups that you will use on Invoices, Taxes, and Items.

You can even set one of the taxes as default, so each time you will create an item or a task, this tax will be chosen by default.

In case you don’t pick a default tax, the tax field available on tasks/items will stay empty.

What is a Tax Group? How do I create it?

You can create a Tax Group if you use more then one sales tax for your products.
To create Tax Group go to, Settings ➝ Taxes ➝ Add New Tax Group

Note: When you create a new product or task you will be able to assign a tax group for it.

You will also be able to add a grouped taxes amount to the product cost when you raise an invoice or estimate.

Delete Taxes

As log as a tax is not used in tasks or items you can delete it. If the tax is used in any task or any item you can not delete it. There are two possibilities:

1) You can rename the tax and change values. In this case the system will automatically mark the “old” tac as inactive and will create a new tax with the values you entered

2) You must find all items and task where the tax is used and apply on that task/item another tax.

By default, your base currency will be predefined by the system based on your company location.
If your predefined currency is wrong – you may change it after registration in Settings ➝ Company Profile ➝ Your Base Currency field.
Your base currency can only be changed once and it cannot be changed at all after you have raised your first invoice/estimate/expense/product/project.

Note: You are also able to change base currency if you reset your account data (more here).

What are the payment methods? How can I customize them?

Payment methods are the available online payment services for invoice paying.
To customize your payment methods go to, Settings ➝ Payment Integration ➝ ‘Config’

One of these customized methods can be used by your clients to quickly pay invoices online.

Available payment methods. How to activate it?

Currently, zistemo supports 4 online payment methods:

• PayPal
• Stripe
• 2Checkout
• Braintree

You can choose to make either or all active.

All active payment options will be available for attaching to an invoice on the invoice page.

To pay the Invoice online your client has to be invited to join zistemo. How to do it please read here

Your client’s payment options will be displayed in the invoice preview

Your client will be able to make an online payment by clicking on ‘Pay Now’ on the invoice preview.

➝ choosing one of the available payment options

➝ using online payment service for making payment.

You will be notified by email when a client makes a payment to you. Click here to find out more about this feature.