Company Settings

2. Company Settings

In one sentence: How your business is set up — your details, how you take money, and how EZ Pool Biller talks to your customers.

Who needs this: Owner, Office

You may not see this if: your role doesn't include settings. Each tab is permission-gated on its own.

Where to find it: Settings in the menu

Settings has four tabs:

2.1 Company Profile

Under Settings > Company > General:

• Company Name — shown on invoices, statements, and the customer portal.
• Company Address, City, State, ZIP — appears on PDFs and messages.
• Company Phone & Email — how customers reach you.
• Time Zone — every schedule and billing date uses this. Set it once and leave it.
• Logo — upload it here. It appears on invoices, statements, PDFs, and the portal.

Watch out: changing the Time Zone later shifts how past dates are displayed. Get it right at the start.

Your brand colour is set in the Setup Wizard, not on this tab — open Settings > Company > Run the Setup Wizard to change it.

2.2 Payment Gateways (Stripe & PayPal)

EZ Pool Biller integrates with Stripe and PayPal to process customer payments.

Connecting Stripe:

1. Go to Settings > Company and scroll to the Payments section.
2. Enter your Stripe API keys (publishable key and secret key).
3. Toggle between Test Mode and Live Mode.
   • Use Test Mode during setup to verify everything works without charging real cards.
   • Switch to Live Mode when you're ready to accept real payments.

Connecting PayPal:

1. In the same Payments tab, enter your PayPal credentials.
2. PayPal supports both one-time payments and vault-based recurring payments.

Gateway Order: If you have both Stripe and PayPal active, you can set the preferred order for autopay attempts.

Important: Keep your gateway in Test Mode while you're learning the system. Switch to Live Mode only when you're ready to process real payments.

2.3 Customer Portal Settings

The Customer Portal gives your customers 24/7 self-service access to their account:

• Enable/Disable Portal — toggle portal access for all customers.
• Payment Method Management — allow customers to save, update, or remove their payment methods.
• Show Login on Statements — include a portal login link on PDF statements.

More details on the portal in Section 13.

2.4 Communication Settings (Email & SMS)

Email (SMTP):

• Configure your SMTP server for outbound emails (statement delivery, visit reports, password resets).
• Set your From Name and From Email.
• Add custom email footer text that appears at the bottom of every email.

SMS:

• SMS messaging uses Twilio. Enter your Twilio Account SID, Auth Token, and sending phone number.
• Once configured, you can send text messages to customers and enable SMS appointment reminders.

2.5 Visit Report Settings

Visit reports are automatic email summaries sent to customers after each service visit. Configure:

• Enable/Disable visit report emails.
• Include Technician Name — show which technician performed the service.
• Include Service Address — show the location address in the report.
• Include Photos — attach service photos taken by the technician.
• Opt-Out Default — whether new customers are opted in or out by default.

Customers can unsubscribe from visit report emails at any time via a link in the email.

2.6 Late Fees

If late fees are switched on for your account, EZ Pool Biller adds them for you. Nobody has to remember.

A late fee is added when an invoice is past its due date, the grace period has run out, and there's still a balance owing. It lands on the customer's account as its own Late Fee line, so it's clear what it is.

How much it is depends on how your account is set up: either a flat amount (say $15) or a percentage of what's owed, optionally capped at a maximum. The grace period is how many days after the due date you allow before the fee is added.

Watch out: these settings aren't on the Settings menu at the moment. If you want late fees turned on, or the amount or grace period changed, contact support and they'll set it for you.

You can give an individual customer a longer grace period without changing your default — see Section 10.

2.7 Billing Method (Per-Service vs. Monthly Statement)

This is one of the most important settings for your pool care business. It determines how your customers are billed.

Per-Service Mode:

• An invoice is created each time a service is completed.
• Best for companies that bill on a per-visit basis or want immediate billing.
• Each completed service generates its own invoice and charge.

Monthly Statement (Per-Period) Mode:

• All charges in a month are collected into a single monthly statement.
• The statement period is anchored to a configurable Statement Day (e.g., the 1st of each month).
• At the end of each period, a statement is generated with all charges, payments, and credits.
• Best for companies that send monthly bills.

Choose the mode that matches how your customers expect to be billed. You can set this in Settings > Company under "Invoicing Method."