Video 5 of 26 ยท Set Up

Company Settings: Get Your Documents Ready

The details every claim, schedule, invoice and contract prints, and what each document needs

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Watch the Company Settings: Get Your Documents Ready video
Watch the Company Settings: Get Your Documents Ready video on YouTube
Watch the video walkthroughhttps://youtu.be/LbJyK0PxsUY

In this walkthrough, you'll set up Company Settings in the Deep Space web app, so every commercial document produces first time. We'll cover why it matters, each section to fill in, and what each document needs. Then the questions we get most.
The full series: 26 videos in Builder's Wheel order (Win, Set Up, Build, Move the Money, Govern)
  1. Build an Estimate and Proposal Win
  2. Multi-Trade Tender Win
  3. Set Up Your Workspace Set Up
  4. Add Users and Give Them Access Set Up
  5. Company Settings: Get Your Documents Ready Set Up
  6. Connect Xero and Map Your Cost Codes Set Up
  7. Folder Templates and Project Documents Set Up
  8. Document Templates vs Contract Templates Set Up
  9. Email Templates and Sending Documents Set Up
  10. Head Contract Setup Set Up
  11. Build Your Programme Set Up
  12. Subcontracts: Award to Executed Set Up
  13. DS Site: Invites, Inductions and Site Sign-on Build
  14. Drawings to Site and Subbies Build
  15. Run Your Programme on Site Build
  16. RFIs, Notices and the Project Inbox Build
  17. Inbox to Xero: How the Money Flows Move the Money
  18. Purchase Orders Move the Money
  19. Process Supplier Invoices Move the Money
  20. Subbie Claims: Inbox to Payment Schedule Move the Money
  21. Retentions and Security Move the Money
  22. Variations, End to End Move the Money
  23. Provisional Sums: Allowances, Drawdowns and Over-runs Move the Money
  24. Progress Claims to Your Client Move the Money
  25. Budget and Forecasting Govern
  26. Delegation of Authority Govern

Why it matters

Every commercial document prints your company's details. Letterheads, payment details, declarations and the approver all
Every commercial document prints your company's details. Letterheads, payment details, declarations and the approver all come from Company Settings. In a template preview, the green values are the ones coming from there. If a value a document prints is blank, Deep Space won't produce it. You'll see Company Settings is incomplete, with the missing field named and a link straight to it. Nothing is sent or attached.

Fill it in

Go to Admin, Company Settings. Start with Company Identity: your legal name, trading name, registration and tax numbers,
Go to Admin, Company Settings. Start with Company Identity: your legal name, trading name, registration and tax numbers, and contractor licence. Tick GST registered and set the default tax rate.
Then Contact Details: country, registered address, phone and general email. Every letterhead prints these. Under Financi
Then Contact Details: country, registered address, phone and general email. Every letterhead prints these. Under Financial Details, add your bank details. Australian accounts need a BSB and account number. New Zealand accounts are one number: bank, branch, account and suffix.
Add your Claims Email, where subcontractors send progress claims, and your Accounts Payable Email, which purchase orders
Add your Claims Email, where subcontractors send progress claims, and your Accounts Payable Email, which purchase orders print. Then upload your logo, about 400 by 100 pixels.
Legal and Compliance matters most. The Authorised Signatory prints as Approved by on payment schedules, variations and t
Legal and Compliance matters most. The Authorised Signatory prints as Approved by on payment schedules, variations and tax invoices. The Security of Payment State decides which act your payment schedules follow. You can also set your default claim declaration and payment schedule notice wording. Then click Save Changes at the bottom.
The Commercial tab holds workspace rules, like whether non-compliant suppliers get a warning, and when KAI can match inv
The Commercial tab holds workspace rules, like whether non-compliant suppliers get a warning, and when KAI can match invoices by itself.

Quick reference

Need a hand? Email help@deepspacegroup.ai

What each document needs

On contract types, each field shows where it came from. If one says Not in Deep Space yet, click Open Company Settings,
On contract types, each field shows where it came from. If one says Not in Deep Space yet, click Open Company Settings, fill it once, and every contract picks it up.

Common questions

Company Settings is incomplete.

The message names the missing value. Fill it in here, save, and generate the document again.

Company Settings is incomplete.
The message names the missing value. Fill it in here, save, and generate the document again.

A value prints blank.

The record or Company Settings has no value for it. Fill it in, or type it in the Generate dialog for this one document.

A value prints blank.
The record or Company Settings has no value for it. Fill it in, or type it in the Generate dialog for this one document.

My new logo isn't on a Word template.

A Word template keeps the logo inside the Word file. Update the logo in the file and publish a new version.

My new logo isn't on a Word template.
A Word template keeps the logo inside the Word file. Update the logo in the file and publish a new version.

My payment schedules quote the wrong act.

Check the Security of Payment State, and the notice wording under it.

My payment schedules quote the wrong act.
Check the Security of Payment State, and the notice wording under it.

Quick reference

Need a hand? Email help@deepspacegroup.ai

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