Admin > Entities covers the legal business entities registered in BMS — the companies that appear on invoices, purchase orders, job documents, and other customer-facing output. Each entity has its own document settings, controlling how that entity's name, contact details, branding, and document content are presented across all generated PDFs.

The Entities index (/admin/entities) lists all business entities configured in BMS. The grid displays: Name, Trading Name, Code, Organisation, Prefix (the reference prefix used on documents), Suburb, Xero Authenticated? (whether Xero OAuth is active for this entity), Authenticated By, and IntegraPay Configured? (payment gateway status).

Select an entity to open the edit form. Fields are grouped into three sections:

Business Name, Trading Name, Entity Code, Reference Prefix (prepended to document reference numbers for this entity), Logo, Default Entity (whether this is the default entity for new documents), Default Sales Warehouse, Default Supplies Warehouse, Organisation, Identifier (e.g. ABN or company number), Address, Email Addresses, Phone Numbers.

Tracking Categories, Location, and Division — these Xero tracking category values are applied to transactions generated by this entity, ensuring costs and revenue are correctly categorised in Xero.

Bank Code, BSB No, Bank Account No, Account Name — used for remittance advice and direct payment details printed on invoices and statements.

After saving the entity, use the Edit Document Settings button to configure how this entity appears across all generated documents.

Document Settings (/admin/entities/:id/document_settings/edit) control the content and appearance of all PDFs generated under this entity — invoices, quotes, purchase orders, job documents, and statements. Settings are divided into eight sections:

Name, Street Address, Postal Address, Phone No, Fax No, Email, and ABN — the contact block printed in the header of all documents for this entity.

Letter Head Content (freeform text or HTML for the document header), Logo, Letter Head Alignment (left, centre, or right), Letter Head Font Size, Letter Head Font Color.

A message printed on all invoices — commonly used for payment instructions, thank you notes, or account-level notices.

Terms and conditions text printed on sales documents such as quotes and invoices. Can be set per entity to reflect different trading terms.

Configures the payment options shown on remittance advice sections of invoices: Card, Deposit, Cheque, USD Payments, and an Additional Option field for custom payment methods.

Controls the colour scheme applied to all documents for this entity: Header Text colour, Header Background colour, Sub-Header Text colour, Sub-Header Background colour, Line Colour, and Emphasis Text colour. These settings allow each entity to have a distinct branded appearance on its documents.

Default PDF attachments that are automatically appended to specific document types when generated: Sales Order PDF Attachment, Purchase Order PDF Attachment, Job Activity Quote PDF Attachment, Default Invoice PDF Attachment, Meter Request PDF Attachment, and Debtors Customer Statement PDF Attachment. Commonly used to attach standard terms documents or cover sheets.