> ## Documentation Index > Fetch the complete documentation index at: https://docs.mercora.io/llms.txt > Use this file to discover all available pages before exploring further. # Workspace settings > Set your company profile and reporting currency, turn modules on, and configure books, entities, custom fields, invoice categories, contract templates and futures instruments. Workspace settings shape how Mercora works for everyone in your workspace. Open **Settings** at the bottom of the sidebar; these pages are for workspace admins unless noted. For people and access, see [Members](https://docs.mercora.io/admin/members.md), [Roles and permissions](https://docs.mercora.io/concepts/roles-and-permissions.md), [API keys](https://docs.mercora.io/admin/api-keys.md) and [Integrations](https://docs.mercora.io/integrations/overview.md). > [!NOTE] > > Some pages appear only when their module is on: **Books** and **Entities** need **P\&L**, **Derivatives** needs **Derivatives**, **Contract templates** needs **Contract drafting**, and **Freight house rules** needs **Freight Rates**. ## Workspace profile **Settings → Workspace → Company profile** holds your company's own details, most of which affect numbers across the product. Click **Save** after changing them. ![Settings → Workspace with the Company profile card above the Modules list](https://mintcdn.com/placeholder-f4ffdeec/22McaegbdDRSI41b/images/admin/workspace-settings.png?fit=max\&auto=format\&n=22McaegbdDRSI41b\&q=85\&s=ca50614d4d1b1bbbeaac85d81c4e1668) Workspace settings for Veltana Commodities SA, reporting in USD on a calendar year, with the Modules list below. * **Company name**: use the name your counterparties print. Mercora uses it to match incoming documents to your trades and to tell invoices you issued (AR) from ones you received (AP). * **Reporting currency**: what dashboard totals, trade P\&L and reports are converted into (USD, EUR, GBP, CHF, JPY, CNY, SGD or AED). Changing it changes every converted figure; amounts in their own currency, such as an invoice's face value, don't change. * **Reporting year starts in**: January gives a calendar year ("FY 2026" on the P\&L); any other month gives a crop or fiscal year, such as "Crop 25/26" for an October start. * **Company email domains**: your company's own email domains, such as `yourcompany.com, yourcompany.ch` (up to 20). Any address at a listed domain counts as your company's, a shared mailbox included; list a subdomain on its own. Public providers such as gmail.com are refused. It matters once **Send an email to your team** is switched on under **Settings → Integrations → Resend**: an automation step an admin lets run without review may then reach these addresses. Leave it empty to count only members' own sign-in addresses. ## Modules **Settings → Workspace → Modules** turns parts of Mercora on and off for the whole workspace. Most start off, and a child module only works while its parent is on (for example, **Cost & income plan** needs **Trade financials**, which needs **Trades**). Members still need the matching access in their role. See [Modules](https://docs.mercora.io/concepts/modules.md). ## Books A book is the bucket your firm carries deals in on the P\&L, such as an agricultural desk and a metals desk. Set them up under **Settings → Books**. A deal is in a book when its reference ends in one of the book's **codes**, or when someone picks the book on the trade; a pick always wins. A book is never inferred from the cargo. Until you add books, the P\&L groups deals by the code at the end of each reference. * **Add book**: give it a **Name** and **Codes** (for example "AGRI, GRAIN"). A code belongs to one book only. * **Codes on your references** lists codes no book claims yet: click **Add as book** or **Add to book…**. * **Delete a book**: deals picked into it must be re-picked first (or rename the book instead). Its other deals go back under their reference codes. ## Legal entities Entities are your own companies that deals are booked under, such as Veltana Commodities SA and a sister company. The P\&L can group and filter by them. Set them up under **Settings → Entities**. Each entity has a **Name**, an optional **Code**, and **Also written as**: other spellings your contracts use, one per line. A deal belongs to an entity when your side of its contract carries one of those names. Names no entity covers are listed under **Seen on contracts, not set up**, and their deals show as **No entity**: click **Add as entity** or **Add as spelling of…**. Once you have entities, members can pick a different entity on a trade, which overrides the contract. ## Custom fields **Settings → Data model** lists Mercora's records (**Contracts**, **Trades**, **Shipments**, **Counterparties**, **Invoices** and **Derivatives**) and their fields, including where each value comes from and whether Mercora fills it (**AI fill**: Auto, Suggest or Off). To add your own field, open a record type, click **Create field**, give it a **Name**, and choose **Text**, **Number**, **Decimal** (with a **Unit**, such as MT), **Date**, **Select** (with options) or **Checkbox**. The type and unit can't be changed later. Your fields appear on each record's page for anyone who can edit it. Each record type holds up to 50 active fields. **Archive** a field or a Select option to hide it without losing its values. ## Invoice categories Every invoice is filed under one category, such as Cargo, Freight or Insurance, which drives the cost and income plan and report cost breakdowns. Manage them under **Settings → Data model → Invoices → Category**. You start on Mercora's standard list; your first change makes it your own. Each category has a kind, which decides how reports treat it: | Kind | Meaning | | - | - | | **Commodity** | The goods themselves: the deal, not a cost of doing it. | | **Cost** | An ancillary cost of moving, handling or financing the cargo. | | **Tax** | Duty or VAT. A pass-through, never counted as a cost of the trade. | | **Adjustment** | Changes the deal's value: claims, allowances, despatch. | * **Add category**: give it a name, a kind, and a clear description under **When does an invoice belong here?** Mercora reads it to file new invoices. * **Change a kind**: every invoice under that category moves to the new kind in every report, after you confirm. * **Switch a category off**: filed invoices keep it, but it's no longer offered. The **Fallback** category (Other), where invoices go when nothing else fits, can't be switched off. * **Reset**: back to the standard list. Invoices under categories you added read as Other until re-filed. Invoices already filed keep their category until they're reprocessed or changed by hand. ## Contract templates **Settings → Contract templates** is the library of Word contracts your team drafts from. Admins manage it; members with Contracts access can view and download. Click **Upload template**, choose a .docx file, and give it a **Name** and **Side** (sales or purchase). Set an **Entity**, **Incoterm** or **Commodity** only if your team keeps a separate form for it. Add drafting notes, such as "Number as S + YYYYMM + deal number": the Copilot follows them for layout and wording, never for deal values. Members then ask the Copilot to [draft a contract from a template](https://docs.mercora.io/records/contracts.md#draft-contracts-from-your-templates). ## Futures instruments **Settings → Derivatives** holds each futures contract you trade; the fill form only offers instruments defined here. Set the **Commodity** (Cocoa or Coffee), **Exchange** (LDN or NY), **Display label**, **Currency** and **Tonnes per lot**, which turns lots into tonnage, then click **Add instrument**. See [Derivatives](https://docs.mercora.io/records/derivatives.md). ## Notifications Each member sets their own under **Settings → Notifications** to hear when an Inbox item lands for them. Every channel starts off: **Browser** (while Mercora is open), **WhatsApp** (when an automation needs your decision; see [WhatsApp](https://docs.mercora.io/integrations/whatsapp.md)) and **Email**, which shows **Not sending yet**: no emails are sent today. ## Freight house rules **Settings → Freight house rules** lists your own rules for the freight master, which the freight workflow follows ahead of its general rules. Anyone with Freight Rates access can see it. To add a rule, tell the Copilot and approve it; to stop following one, retire it here. See [Freight rates](https://docs.mercora.io/workflows/freight-rates.md). This documentation is built and hosted on [Mintlify](https://mintlify.com), a developer documentation platform.