Settings Reference

Free
Solo
Team

Every setting in Kiaro, page by page. Open Settings from the sidebar to see the pages your role can use. Workspace, Billing and Account & Data are for the workspace owner. Members, Client Portal, Dashboard Goals and Invoices are for owners and admins. Everyone can open Integrations, Content Library and Templates.

Looking for something specific? Ask the AI command bar, for example “where do I set my brand colours?”.

Workspace

Settings → Workspace. Owner only.

Workspace Name: shown in the sidebar, emails and client-facing documents. Up to 100 characters.
Time Rounding: rounds time up to the nearest 5, 6, 10, 15 or 30 minutes when it’s saved, or None (the default). It applies to the timer and to time you log by hand, and it always rounds up. See Time Tracking.
AI Command Bar: turn the AI off to use Kiaro in manual mode. Every feature stays available from the sidebar. This switch saves as soon as you flip it.
Clear demo data: shown while your workspace still has the sample clients, projects and invoices from your first run. It removes only the sample records.

Click Save to save the name and time rounding.

Members

Team

Settings → Members. Owners and admins.

Invite a team member: first name, last name, email and role (Member or Admin). First and last name are optional, but they’re what shows in assignee pickers until the person signs up.
Pending invites: Resend the invite email or rescind it.
Member roles: change a member between Admin and Member, or remove them. You can’t change your own role. Removing a member also disconnects their AI apps.
Make owner: the owner can hand ownership to an admin. Kiaro emails a 6-digit code that works once within 10 minutes, and you become an admin.
Seats: the header shows seats used. When you’re at capacity, inviting someone offers to add a seat. The self-serve maximum is 25 seats.

On Free or Solo the page offers Upgrade to Team. See Inviting members and Role permissions.

Billing

Settings → Billing. Owner only.

Current Plan: your plan, price, billing period, renewal date and limits.
Upgrade: pick Monthly or Annual (annual gives 2 months free), then Upgrade to Solo or choose seats and Upgrade to Team. Team needs at least 2 seats.
Change plan: switch billing period, move from Solo to Team, or downgrade from Team to Solo once you’re the only member left. Upgrades charge the prorated difference today. Downgrades happen at the end of the billing period.
Change seats (Team): adding seats is charged today, prorated. Removing seats takes effect at your next renewal, with no refund.
Update Payment Method and Cancel Subscription. After cancelling you keep your plan until the end of the period, then move to Free. Resume subscription undoes a cancellation before then.
AI Commands (Free): how many of your 100 monthly commands you’ve used.

Prices exclude applicable taxes. See Plans & Pricing and Upgrading.

Client Portal

Settings → Client Portal. Owners and admins.

Enable / Disable per client. A client needs at least one contact with portal access first. Enabling emails a sign-in link to each of those contacts. Disabling signs everyone at that client out; invoice payment links keep working.
Show: choose which sections the client sees: Invoices, Projects, Deliverables, Proposals and Contracts.
Revoke Sessions: signs everyone at that client out of the portal.

Which contacts can sign in is set on each contact, in the client’s Contacts tab. See Client Portal.

Dashboard Goals

Settings → Dashboard Goals. Owners and admins.

Monthly Revenue Target, in your invoice currency.
Weekly Hours Target.
Utilization Target: the share of logged hours that should be billable. Defaults to 75%.

Leave a target blank and Kiaro works one out from your history. See Dashboard.

Invoices

Settings → Invoices. Owners and admins. This page also holds your branding.

Business information: company name (shown on invoices and proposals), address, email and phone.

Tax:

Tax ID type (VAT, EIN, ABN, GST, HST, TIN or Other) and Tax ID number, shown on invoices.
Default tax rate (%): filled in on new invoices. You can change it per invoice.

Invoice defaults:

Currency: used for invoices, proposals, dashboard goals and money shown across the workspace. Each client and invoice keeps the currency it was created with.
Payment terms: Due on Receipt, or Net 7, 15, 30 (the default), 45 or 60.
Invoice prefix and Next invoice number: numbers take the form prefix, year, number, for example INV-2026-001. Set the next number when you move from another system; it must be higher than any number already used this year.
Default notes: added to every new invoice, including ones made from time, milestones and retainers. Existing invoices don’t change.

Bank accounts: add the accounts clients pay into, with label, currency, country, account details and extra instructions. Mark one as the default. Each invoice’s Pay to account is picked by matching the invoice currency, then falls back to the default. Bank accounts save as you go. See Invoicing.

Online payments: Connect Stripe Account so clients can pay invoices by card. Only the owner can connect Stripe. See Stripe.

Branding:

Logo: PNG, JPEG or WebP under 2MB. It saves as soon as you upload it.
Portal accent color: a hex colour, #6F6CB2 by default. It colours buttons and links in the client portal, proposal and contract PDFs, and proposal slide decks.
On the Free plan your logo and accent colour aren’t used: the portal and PDFs carry Kiaro branding. Solo and Team are fully white-labelled.

Email preferences:

Send me a copy of every email sent to clients: on by default.
Send automatic payment reminders: on by default. The reminder schedule sets days before the due date (0 turns that off), the first overdue reminder, how often to repeat, and the most reminders per invoice.
Custom email text: your own subject and body for invoice emails and overdue reminders. You can use {number}, {amount}, {business}, {client} and {due}; overdue reminders also take {days}.

Click Save Settings to save everything except bank accounts, Stripe and the logo, which save on their own.

Integrations

Solo
Team

Settings → Integrations. Any role.

Connect Xero to push invoices and contacts to Xero and hear when a client pays. Xero is in beta.
Manage mapping: the default income account and tax code (both needed before syncing starts), the bank account Stripe payments post to, a tax code for each tax rate you use, and an income account per project.
View sync log: the last 200 sync events.
Disconnect: your mappings are kept for 30 days in case you reconnect.

See Connect Xero and Map tax and accounts.

Content Library

Settings → Content Library. Any role.

Save reusable proposal sections, such as About Us or Terms & Conditions, and insert them with one click in the proposal editor. Add Section takes a name and the content. Deleting a section has no undo. See Contracts & Proposals.

Templates

Settings → Templates. Anyone can view; owners and admins can rename, duplicate and delete.

Proposals: the built-in templates and your custom ones. Save a proposal as a template from the proposal itself with Save as template.
Contracts: the built-in contract templates and your own. Templates are not reviewed by a lawyer. To change a template’s text, use it, edit the contract, then save it as a template. Deleting a template doesn’t change contracts made from it.

Profile

Profile, from your avatar. Every member.

Your photo, plus read-only details: workspace, plan, member since, email digest and timezone.

Account & Data

Settings → Account & Data. Owner only.

Workspace & Profile: workspace name and your name. Your email can’t be changed here; contact support.
Timezone: used for “hours logged today”, when invoices turn overdue and when your digest arrives. UTC until you set it.
Email Digest: Off, Daily or Weekly, at the hour you pick. Daily lets you choose the days.
Export Your Data: an Excel workbook or a JSON backup of clients, projects, tasks, invoices, time entries, contracts, deliverables and knowledge base articles.
Privacy & Analytics: opt out of product analytics.
Share your story: send a testimonial.
Delete Account: type DELETE to permanently delete the workspace, all its data and files, and cancel the subscription.