The Organization settings page (Settings → Organization) is where you configure org-wide behavior that applies across every store — business type, the books-close cutoff, reminder windows, and metals default pricing.
Third-party integration credentials (GemHub, Rapaport / RapNet, Website FTP) live on a dedicated Integrations page — see Settings → Integrations.
AI Description Voice
Give your AI-written customer-facing descriptions (House Designs + website) a house personality — pick a voice (Professional, Elegant & Luxury, Warm & Friendly, Modern & Minimal, or Estate & Heritage) and optionally add a line or two of house notes. It flows into those descriptions automatically; factual copy (the inventory item AI description, appraisals) stays neutral. See Generating Descriptions.
Whether a style is your design or a vendor’s is chosen per-style when you create it, from the + New Style menu on the Style Catalog (House design vs Vendor style) — there’s no longer an “Our Company” contact setting here.
Period Close
Set a Closed Through date and any payment / invoice / vendor-invoice / AP-payment dated on or before that date becomes locked — no edits, no voids, no write-offs. Use this once books are reconciled for the period.
- Admin-only field (gated by Manage Users permission).
- Voiding a payment dated inside the closed period still works — the void posts to the current open period instead.
- Leave blank to keep all dates editable.
Reminders
Two day-count windows that drive the reminders report:
- Open Memos — days since the memo went out before it shows up as “needs follow-up”.
- Birthday / Anniversary — how many days before/after to surface a contact in the reminders feed.
Metals Pricing
Default per-unit costs used when a new metal-bearing item is created without an explicit cost:
- Default Gold Cost + Default Silver Cost — base material cost.
- Default Gold Casting Labor Rate — labor surcharge per unit weight.
- Gold Weight Unit — gram, dwt, ounce. Affects how weights are displayed and entered.
These are starting points; individual items can override per-record.
Documents & Branding
Everything that shapes how your printed and emailed documents look — one set for the whole company, applied to every store:
- Document look — your invoices, memos, memo returns, work orders and appraisals all print in one clean layout. What makes them yours is the rest of this section: your logo, the company-name color and your disclosures. Use Preview to open a PDF of one of your own recent invoices.
- Company logos — the transaction logo (small; invoices, memos, repair tickets) and the full logo, which prints on appraisals. PNG/JPG/WebP/SVG, max 3 MB; uploads commit immediately. Your business name, address and phone print beside the logo as the letterhead, so the logo itself doesn’t need to repeat them. These are the company default: if one of your locations trades under its own name, give that store its own logo under Settings → Stores and its documents use that instead.
- Company name color — prints your business name in your brand color. Worth setting when your logo is a symbol without the name in it; skip it when your logo already includes the name. Two swatches show the name on white and on tinted stock as you pick, and a faint color gets a warning — but the color you choose is the color that prints. We can measure it against white; we can’t know what paper is in your tray, so print a test page before using a light color on customer documents.
- Disclaimers — the invoice footer line, the memo consignment terms (use
{store_name}where the store name should appear), and the work-order intake disclosure a customer acknowledges at drop-off. Leave any blank to use the built-in default. - Document columns — which numbers your line items carry. Show order number and Show retail price affect invoices; Show style number and Show memo reference number apply to invoices, memos and memo returns alike. Every column you turn on takes its width from the description, so switch on only the numbers your shop actually works from. On screen the extra numbers appear under the stock number rather than as their own columns, and emailed documents list them after the description — the same information, in a layout that survives a phone.
- Style number comes from the item itself, so it stays correct if you rename a design later. Watches show their model number, which is the equivalent. Loose stones, misc and service lines have no style number and print blank.
- Memo reference number is the reference the piece went out on, recorded when the memo was created.
Where to find related settings
- Store identity, tax rates, per-store integrations like QBO / Stripe / Shopify → Settings → Stores → pick a store.
- GemHub, Rapaport API + Policy, RapNet FTP, Website FTP → Settings → Integrations.
- Team members and permissions → Settings → Team.
- Permission groups → Settings → Permission Groups.
Tips
- Most org-level settings are touched once during initial setup and then forgotten. Period Close is the exception — it gets bumped at the end of every accounting period.
- Multi-store orgs share these settings — there’s no way to set a different reminder window per store. Document disclaimers are org-wide (one set for the whole company), as are the logos unless a store overrides them — see Settings → Stores. A store’s own name, address and contact info are always per-store.