When a company has been created in Catacloud, there are some settings worth going through before you start posting. This checklist takes you through the most important ones – and points you to dedicated articles for each topic.
1. Company details and logo
Administration → Company settings → Company details
Enter the company's name, organization number, visiting address and postal address. The contact information is fetched automatically from the person who creates the company. Check that the details are up to date, and change them to the general manager or the correct contact person if needed. Invoices from Catacloud for the subscription will be sent to the registered email address.
Upload the company logo under the Logo tab.
If Catacloud's invoice should go to a different recipient, change this under Administration → Payment → Change payment settings.
2. Users and access
Administration → User access → Members
Invite colleagues and give them the right role: Member, Accountant or Administrator. For the Member role you adjust detailed rights via access groups – there you control what they can see and do. Access groups are managed under Permissions in the same section.
Has a user not accepted the invitation? Check that the email address is correct. If you need to send it again, the best approach is to delete the invitation and add it again – the "Resend" button does not always work optimally.
Note: Access to Files applies only to your own file module. To share files with other users, use department or project.
3. Accounting settings
Administration → Module settings → Accounting
Settings that are especially useful to address early:
Email for the voucher inbox – the email address of the voucher inbox, where the general manager, suppliers and other users of the system can send invoices and vouchers. The address can be changed to a shorter and more user-friendly variant if desired.
Default payment option – the payment method preselected when posting, under the Payment section. It is also filled in automatically on supplier invoices received as EHF. If no default payment option is selected, EHF vouchers arrive without a payment method, and you need to choose one yourself before the voucher is sent for approval. You can change the payment method on individual vouchers when needed, but a correct default setting will save you many clicks over time.
Deviating accounting year – specify which month the accounting year starts in if the company does not use the calendar year as its accounting year.
VAT settings – choose the reporting frequency for submitting the VAT return.
4. Bank
Administration → Module settings → Bank
Here you register the bank accounts used by the company. The default operating account is account 1920. Associated details such as BIC/SWIFT, bank name and country are also filled in here.
Invoice bank account – choose which bank account should appear on outgoing invoices. This must be set up for you to be able to create invoices. The account chosen here is the one shown on the invoice and that customers should pay to.
Bank integration – set up a bank integration via Aritma or ZTL. Fill in the agreement and sign with BankID. This lets you pay directly from the system, while bank transactions are fetched in automatically. The automation makes bank reconciliation easier and more efficient.
Note: Wait with the bank integration until the opening balance is in place and verified – this avoids noise in the transaction view from day one. Also check in the general ledger that all transactions under accounts 1500 and 2400 are posted with their respective customer/supplier, and that nothing is posted directly to the account without a customer/supplier selected.
5. Opening balance
You can enter the opening balance via the shortcut on the start page or via Accounting → Register opening balance – this is only shown if you have not yet added an opening balance.
Please note: Once you start posting, the opening balance shortcut disappears. If you are not aware of this, the opening balance must instead be entered as an advanced voucher. Enter the opening balance before you post anything else.
6. Invoicing (if you invoice)
Administration → Module settings → Invoicing
If the company will send invoices from Catacloud, there are a few points to check:
Next invoice number – when switching from another system, set the next number correctly to avoid gaps in the number series.
Invoice message – the default text that accompanies the invoice (e.g. "Thank you for your business!").
Delivery methods – activate what you need: EHF invoicing, eFaktura (private) and/or KID number. Note that there may be costs for activation and use.
7. The chart of accounts
Accounting → Manage → Chart of accounts
Catacloud sets up a standard chart of accounts automatically based on what you selected for the company type. Take a look and adjust as needed:
Link the correct VAT codes to accounts where relevant.
Set dimension requirements (e.g. department or project) on accounts where you always want dimension registration.
Lock an account to a specific VAT code to avoid posting errors.
8. Approval (optional)
If you need an approval flow for vouchers or payments, set up approval now – before you start posting. If it is done afterwards, vouchers may hang in the system without being processed.
9. Dimensions (optional)
If costs and revenue should be allocated to department, project or your own dimensions, this is activated and configured under Administration → Accounting → the "Custom dimensions" tab. If it is done afterwards, older vouchers will lack dimensions in the reports.
10. Modules
Go through the Module overview and activate the modules relevant for the company (e.g. project, time tracking, approval). See prices at catacloud.no/priser.
11. Catacloud on mobile
Catacloud does not have a dedicated mobile app, but it can be added as a shortcut on your phone's home screen and then works just like an app. It is a good idea to show this to all users early, so they can easily get access when they are on the go too.
When should you contact us?
Feel free to reach out via the chat before you set up the company if you are unsure about the order or which settings apply to your company. Provide the organization number and company name, and we will help you move forward quickly.