Companies

Companies are the foundation of your master data. They represent the legal entities you allocate IT spend to and report chargebacks for. Every allocation, cost item, and many reports reference a company, so keeping this data accurate is important.

When your workspace is created, it starts with one company named after your organization. Its country is the one you selected during trial signup, and it will auto-assign to the default Chart of Accounts for that country when available. You can rename it or add more.

Getting started

Navigate to Master Data > Companies to open the list.

Required fields:

• Name: a unique label your teams recognize
• Country: ISO country code (searchable by name or code)
• City: city where the company is based
• Base currency: ISO currency code (searchable by name or code)

Tip: Keep names unique to avoid confusion in imports and selection lists.

Working with the list

The list shows all companies for your workspace. Use it to review key information at a glance, find companies quickly, and open workspaces for editing.

Default columns:

Column	What it shows
Name	Company name (click to open the workspace)
Country	ISO country code
Currency	Base currency code
Headcount (year)	Headcount for the selected year (click to open the Details tab)
IT users (year)	IT users for the selected year (click to open the Details tab)
Turnover (year)	Turnover for the selected year (click to open the Details tab)
Status	Enabled or Disabled

Additional columns (hidden by default, add them from the column chooser):

Column	What it shows
City	City
Postal code	Postal code
Address 1	Primary address line
Address 2	Secondary address line
State	State or province
Notes	Free-text notes
Created	Date and time the record was created

Filtering:

• Quick search: free-text search across all visible columns
• Column filters: click any column header to filter by value; numeric columns (Headcount, IT users, Turnover) support number filters
• Status scope: the Show: All / Enabled / Disabled toggle above the list controls which companies appear. The list shows enabled companies by default

Year selector: use the Year field in the toolbar to switch which year's metrics are displayed. The bottom row shows totals for Headcount, IT users, and Turnover across all visible (filtered) companies.

Actions:

• New: create a company (requires companies:manager)
• Import CSV: bulk-import companies from a CSV file (requires companies:admin)
• Export CSV: export companies and their metrics to CSV (requires companies:admin)
• Delete Selected: delete one or more selected companies (requires companies:admin; only possible if nothing references the company)

Search context: when you open a company workspace from the list, your current search, filters, sort order, and year are preserved. Navigating back to the list restores your previous view.

Permissions

Action	Required level
View the list and workspaces	companies:reader
Create or edit companies	companies:manager
Import, export, or delete	companies:admin

The company workspace

Click a company name in the list to open its workspace. It has two tabs: Overview and Details.

• Header: the company name. Click it to rename the company. The arrows with "N of M" move between companies in the list's order and filters without returning to the list. The back link, Companies, returns to the list with your search context intact
• Properties panel on the right: Country, Base currency, Chart of accounts and Lifecycle. Use the panel toggle next to it to collapse the panel or open it again

Autosave: Every change saves on its own when you leave the field. There are no Save, Reset or Close buttons. You can keep working while a change saves. When a change is refused, the reason shows under the field that caused it, except for the name, which shows its refusal at the top of the page.

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Properties panel

• Country (required): ISO country code, searchable by name or code. Changing the country also switches the Chart of accounts to the new country's default, but only when the current chart belongs to another country. A global chart stays in place
• Base currency (required): ISO currency code, searchable by name or code
• Chart of accounts: the chart linked to this company (see Chart of Accounts). On an existing company you can pick another chart but you cannot empty the field, because the default for the country would come back
• Lifecycle: the status switch, labelled with the current state (Enabled or Disabled), and the End of validity date. See Status and lifecycle

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Overview

The Overview tab holds the address, the registration details and the notes. The company name, country, currency, chart and lifecycle are in the header and the Properties panel.

What you can edit:

• Address section:
  • Address line 1, Address line 2: address lines
  • Postal code: postal or ZIP code
  • City (required): city name. An empty city is refused with "Enter a city."
  • State or region: state, province or region
• Registration section:
  • Registration number: company registration number
  • VAT number: VAT identification number
• Notes: free-text notes

Creating a company: New opens a single form with the name, Country, Base currency, Chart of accounts, City, the other address fields, the registration fields and Notes. Choosing a country fills in the Chart of accounts for you: the country's default chart if there is one, otherwise a global chart. You can change it before you save. Click Create to save the company. The Details tab becomes available after you create the company.

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Details

The Details tab manages yearly metrics. Use the year tabs at the top to switch between years (current year plus two years before and after).

What you can edit:

• Headcount (required): total employee count for the year, must be a whole number of zero or more
• IT users (optional): number of IT users, must be a whole number of zero or more
• Turnover (M€) (optional): revenue in millions of the company's base currency, up to 3 decimal places

How it works:

• Each value is saved for the selected year when you leave the field (or press Enter). A value that is not valid shows a message under the field, for example "Enter a whole number, 0 or more."
• Each year is stored on its own: switching years loads that year's values
• If the company figures for the year are frozen, the fields are locked and a notice says that a budget administrator can unfreeze them (Budget management > Administration > Freeze master data)
• You need companies:manager to edit metrics

Chart of Accounts

Each company can be linked to a Chart of Accounts (CoA), which defines the set of accounts available when recording OPEX or CAPEX items for that company.

How it works:

• When you create a company, it is automatically assigned to the default CoA for its country (if one exists). If no country default exists, the chart that is the Default for other countries is used.
• You can change the CoA assignment in the Properties panel using the Chart of accounts selector. The selector shows CoAs matching the company's country plus any global-scope CoAs.
• When you change the company's country, the CoA follows if the current one belongs to another country: it switches to the new country's default. A global CoA stays in place.
• On an existing company, the CoA cannot be emptied. You can only replace it with another one.
• The CoA you select determines which accounts appear in the account dropdown when creating or editing spend items for this company.

What this means for your workflow:

• Companies with a CoA: when recording OPEX/CAPEX, you can only select accounts that belong to that company's Chart of Accounts. This ensures accounting consistency.
• Companies without a CoA (legacy): can use accounts that do not belong to any Chart of Accounts. This supports gradual migration to the CoA system.
• Changing CoAs: if you switch a company to a different CoA, existing spend items keep their current accounts (with a warning if they do not match the new CoA), but new items will use accounts from the new CoA.

Setting up Charts of Accounts: go to Master Data > Charts of Accounts to view, create, or manage your CoA sets. You can create CoAs from scratch or load them from platform templates (country-specific standard account sets). Each country can have one default CoA (Country default ({country})), which is proposed when you create a company in that country. Companies in a country without a default use the Default for other countries chart. See Chart roles.

Tip: if you see an "obsolete account" warning when editing OPEX/CAPEX items, it means the account does not belong to the company's current Chart of Accounts. Update the account to one from the correct CoA to resolve this.

Status and lifecycle

Use the End of validity to control when a company stops being active.

• Companies are Enabled by default. Leave the End of validity blank to keep the company active indefinitely, or schedule a future date.
• Switching the company to Disabled without a date sets its end of validity to today.
• When the end of validity passes, the status switches to Disabled on its own within the hour.
• After the end of validity:
  • The company no longer appears in selection lists for new allocations and is excluded from reports for strictly later years.
  • Historical data remains intact; the company still appears in reports covering years when it was active.
• Prefer disabling over deleting. Deletion is only possible if nothing references the company (no allocations, spend or cost centers). A company that cost centers belong to is refused with a message such as "Company A is used by 3 cost centers. Change their company or disable it instead."

Yearly metrics

Many parts of the app are year-aware. Companies have metrics per year:

• Headcount (required for the year)
• IT users (optional)
• Turnover (optional, in millions of the company's base currency)

Where it matters:

• Allocations can use Headcount, IT users, or Turnover to distribute costs across companies for a given year.
• Reports use these metrics for KPIs and ratios.
• Only companies active for a year are considered for that year's allocation and reporting.

Freeze and copy:

• You can freeze a year once finalized to prevent edits.
• Use Copy yearly metrics in Budget management > Administration to copy metrics from one year to another (choose which metrics to copy). Frozen years cannot be overwritten.

CSV import/export

Export CSV downloads every company with its metrics. Import CSV reads a file back. The import dialog also carries Download template: a file with the headers only, ready to fill in.

The columns, in this order. The metric columns follow the year selected in the list toolbar: the year before, that year, and the year after.

Column	Content
name	Required. The company name. Rows are matched on it
country_iso	Required. Two letters
address1, address2	Address lines
postal_code, city, state	Address details
reg_number, vat_number	Registration and VAT numbers
base_currency	Required. Three letters
status	enabled or disabled
disabled_at	The end of validity: a date (2026-12-31) or a full date and time
notes	Free text
headcount_<year>	Required when the row carries any metric for that year
it_users_<year>	A whole number
turnover_<year>	Up to 3 decimals, in millions of the company's base currency

Import:

• Start with Preflight check. It validates the headers, the encoding, the required fields, the duplicates and the metrics. If the check is clean, Load applies the inserts and the updates
• Matching: by company name. A name that appears twice in the file is kept once, the first row winning
• Required fields: name, country_iso and base_currency
• Status and end of validity: the export writes the status read from the end of validity. A new company is enabled unless the row says disabled. On an update, a blank status and a blank disabled_at keep the stored values. enabled with an empty date clears the end of validity. disabled with an empty date keeps a date that has already passed, and otherwise ends the company today
• A row whose status contradicts its date is refused with a row error: "Status is enabled but the end of validity has passed. Clear the date or set the status to disabled. If the file comes from an older export, export the data again." or "Status is disabled but the end of validity is still to come. Set the status to enabled or set a date that has passed."
• Metrics: if you provide any metrics for a year, headcount_<year> is required for that year. it_users_<year> and turnover_<year> are optional

Notes:

• See CSV files for the encoding, the separator, the date and amount forms, and the two import steps
• The list refreshes automatically after a successful load

Tips

• Disable over delete: keep history consistent and reports meaningful.
• Chart of Accounts: assign CoAs to companies to ensure consistent account usage across OPEX/CAPEX items.
• Turnover: enter values in millions of the company's base currency (e.g., 2.5 = 2.5 million in that currency).
• Headcount is the most common allocation driver; keep it up to date for the current year.
• Frozen metrics: you can still review them, but edits are blocked until a budget administrator unfreezes the year in Budget management > Administration > Freeze master data.
• Column chooser: use it to show or hide columns like City, Address, State, or Created to suit your workflow.
• Metric columns link to Details: clicking a Headcount, IT users, or Turnover value opens the Details tab directly for that company.