Edit your organisation details
Your organisation details are the name, contact information, business type and locations that identify your business. This guide covers editing those details and managing your locations.
VAT registration, functional currency and payment instructions each have their own guide — see Related guides.
Before you begin
- You need to be signed in with the organisation selected.
- Go to Settings → Organization (or open the Settings hub and choose Organization details). The page is headed Organization.
Edit the main details
- On the Organization page, update the fields you need in the details card. The main ones are:
- Company/Organisation — your organisation's name (required). This is what appears on your documents. If you trade as a limited company or LLP, enter the full registered legal name exactly as registered (for example "Acme Widgets Ltd") — UK law requires documents to show it.
- First Name, Last Name, Email, Phone number — your contact details.
- Registration Number and Fiscal Id — company identifiers. The Registration Number is required when your Organization Type is Limited company or Limited liability partnership, and setting it switches on the statutory footer: every document PDF (invoices, quotes, credit notes, purchase orders, delivery notes and statements) and every document email (including payment reminders) automatically carries a footer line with your legal name, place of registration, company number and registered office — the details the Companies Act 2006 requires companies and LLPs to disclose. An LLP's footer reads "Registered in … as a limited liability partnership, No. OC…". Documents issued before you set the number are unaffected; drafts pick it up immediately.
- Registered In (jurisdiction) — where the company is registered. Pick England and Wales, Scotland or Northern Ireland from the list, or type another jurisdiction. Shown in the statutory footer, and required for a limited company or LLP.
- Proprietor / Partner Name(s) — for a sole trader or partnership trading under a business name (one that is not your own name), UK law requires your documents to show the proprietor's name (sole trader) or every partner's name. Enter the name(s) here and documents carry "A trading name of …" in the statutory footer. Leave blank if you trade under your own name.
- Charity Registration Number — registered charities must state their charity status on invoices and receipts (always in Scotland; in England and Wales once income exceeds £10,000). When set, documents carry "Registered charity No. …" in the footer.
- Organization Type — the kind of business you are: Sole Trader, Partnership, Limited Liability Partnership, Limited Company or Corporation. Each comes with an accounting structure matched to its legal form (owner capital and drawings for a sole trader; partners' capital, current and drawings accounts for a partnership; members' capital for an LLP; share capital for a company). Other forms (charities, co-operatives, public bodies) are not offered yet — Sales Scribe only lists forms whose accounting it properly supports.
- Business Type — a broader category (General business, SaaS / Subscriptions, Retail / E-commerce or Professional Services). This choice sets up your Chart of Accounts.
- Country and Currency — see Set your functional currency before changing the currency.
- Time zone — the zone your "today" is reckoned in. It sets the date that documents, payments and journals default to, the latest date a write-off may carry, the day an online payment event (a refund or a dispute) is posted on, and what counts as overdue. Leave it on Use my country's time zone if your country keeps one zone (the United Kingdom is Europe/London); if your country keeps several — the United States, Canada, Australia, Brazil, Mexico, Russia — the page asks you to choose, and until you do dates are reckoned in UTC, which for a business in the Americas is already tomorrow from mid-afternoon onward. The dates you type on a document are never changed by this setting: it decides only which day is "today".
- Select Update to save.
[Screenshot required: Organization details page showing the Company/Organisation, Organization Type and Business Type fields]
Warning: Organization Type and Business Type can only be changed while the organisation has no accounting activity (no categories, products, invoices or payments). Once you have started trading these fields are locked, because your Chart of Accounts is already in use. Your other changes still save normally.
Manage your locations
Your organisation's own addresses are called locations. You can keep any number — a trading address, a registered office, a delivery address — each with its own Label and one or more purposes describing what it is used for: Trading, Registered office, Delivery, Remittance or Other. For each purpose, one location can be the default, shown with a blue star on the purpose badge.
Note: The statutory footer's "Registered office" only ever comes from a location that carries the Registered office purpose — it is never guessed from your trading address.
Warning: A limited company or LLP cannot issue or send documents (invoices, quotes, credit notes, purchase orders, delivery notes) until one of its active locations carries the Registered office purpose. A warning on the Organization page tells you when this applies; add or mark the location and issuing resumes immediately. Archiving your only registered-office location re-applies the block.
Find the Locations card at the bottom of the Organization page (it appears once the organisation is saved).
- Add a location — select Add location, give it a Label, complete the address fields and tick its purposes. The first location given a purpose automatically becomes that purpose's default.
- Change a default — open the star menu on the location you want to promote and choose Make default for… — it lists the purposes the location holds but is not yet the default for.
- Edit (the pencil) — change the location's label, address fields or purposes.
- Archive (the box icon) — hide a location you no longer use; Restore brings it back. Nothing is deleted.
Warning: Archiving a location clears any defaults it held, leaving those purposes with no default until you pick one. Restoring the location does not give the defaults back — use the star menu to set them again.
Your first location is created for you: the getting-started wizard's address step becomes the organisation's first location and is made the default Trading and Delivery location — and, for a limited company or LLP, also the default Registered office (the wizard asks for your registered address). If your trading address differs from your registered office, add a second location afterwards and move the purposes accordingly.
What happens next
Default locations determine which address Sales Scribe will propose for new documents. Every location change — adding, editing, archiving, restoring, and changes to purposes or defaults — is recorded in the organisation's audit trail.
Important notes
Note: At least one location is required before you can invoice. If you have just created the organisation, the getting-started wizard's address step creates it for you.
Troubleshooting
- The Locations card is not showing. Save the organisation first (select Update); the Locations card only appears once the organisation exists.
- "Organization Type" / "Business Type" will not change. These lock once the organisation has accounting activity. This is expected — see the warning above.
- A change was not saved and you were asked to reload. Someone else may have edited the organisation at the same time. Reload the page and try again.