Account and firm profile

This screen holds two different things: you, and your firm. Your details decide how you are addressed and reachable. The firm profile decides what your clients see on every proposal, invoice and email that leaves the product — which is why finishing it is the first thing to do.

Five tabs: Account, Departments, Integrations, Activity Log and Support.

Before you start

Nothing. This is usually the first screen a new firm completes — proposals and client portal links are blocked until the firm profile is filled in.

Your own details

1. Open Settings and stay on Account.
2. Set your name, designation and photo. Click the photo to change it — JPG, PNG or WebP, up to 2 MB.
3. Check your phone number.
4. Fill in the WhatsApp number only if it differs from your phone. Left blank, your phone number is used.
5. Choose whether you want product tips by email or WhatsApp. This is separate from account and billing messages, which are always sent.

Which number gets your WhatsApp messages

Once a WhatsApp number is set here, every WhatsApp message PracticeStacks sends you goes to it — new website enquiries, task alerts, reminders, digests and your login code. Your phone number is still your login and still where a text message would go, but it stops receiving WhatsApp.

Fill this in if your office number runs a WhatsApp Business account. A number connected to the WhatsApp Business API cannot receive ordinary messages at all, so leaving this blank means the alerts are sent and silently never arrive. Put a personal number here and they land.

The firm profile — do this first

1. Scroll to Business Profile.
2. Enter your firm's name, industry, official email, phone and address.
3. Add your GST identification and registration number. These appear on invoices.
4. Watch the profile strength indicator — it tells you how complete the profile is.

Until this is done, a new proposal shows Setup Required and a client portal link cannot be sent.

Branding

Upload a logo and a cover image, and set your accent colour. The preview shows how a proposal will look. This is what a client sees, so it is worth ten minutes.

Your public firm page and brochure

Set a profile URL slug and your firm gets a public page. From it, a brochure PDF is generated automatically — or upload your own. That brochure is attached to daily lead follow-up emails, proposal emails and proposal reminders, so prospects always receive your current profile alongside the message.

Departments

The Departments tab is where you create the groups your people belong to — Taxation, Audit, Legal. Add them before adding staff and you can assign as you go.

Connected apps

On Integrations:

• Google Calendar — adds the filing due dates you are executor or reviewer on to your calendar, with reminders.
• Your mailbox — connect Gmail or Outlook so client mail appears on the Emails screen.

Activity log

A record of what changed and who changed it. Use it when something looks different from yesterday and nobody remembers touching it.

What the system does on its own

• Sends every WhatsApp message to your WhatsApp number once you set one, and to your phone number when you have not.
• Puts your branding on client documents — logo, colour and firm details flow onto proposals and invoices.
• Generates the brochure from your firm page once a profile slug is set, and keeps it attached to outgoing emails.
• Syncs your calendar once connected, including reminders.
• Records every change in the activity log.

What you cannot do (and what to do instead)

• You cannot create a proposal without a completed firm profile. The document has nothing to put its name to. Finish the profile.
• You cannot send a client portal link without one either, for the same reason.
• You cannot auto-generate a brochure without a profile URL slug. Set one, or upload your own PDF.
• You cannot upload a photo over 2 MB, and it must be JPG, PNG or WebP.
• You cannot turn off account and billing emails. The marketing preference does not cover them.

Common questions

Why does a new proposal say Setup Required?

The firm profile is incomplete. Fill in the business profile section here and the proposal screen opens normally.

Our WhatsApp is a different number from our phone.

Put it in the WhatsApp field. Left blank, the phone number is used for both.

We get no WhatsApp messages at all.

Your phone number is probably registered as a WhatsApp Business account, which cannot receive them. Add a personal number in the WhatsApp field and everything — alerts, reminders and login codes — moves there.

Where do clients see our branding?

On proposals, invoices, the client portal and your public firm page. The preview on this screen shows a proposal.