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Settings

In Settings you decide how Folnaro works for your business: your profile and taxes, how documents look and are numbered, how you send them, where your data lives and what agents may do. This page introduces every area and leads to the detailed guide.

Open and search Settings

1. Choose Folnaro > Settings… or press ⌘,.
2. The areas are listed on the left in groups: App, Business, Documents, Sending, Data, plus Agents and Subscription.
3. At the top of the sidebar, type a word into Search, such as “IBAN”, “SMTP” or “logo”. Folnaro shows the matching areas and marks the setting with Matches the search. Without a match it says No matching setting.

Every area starts with a sentence about what it is for. Changes apply at once; you only need a save button in forms such as the tax status.

App

General

How Folnaro starts, locks, notifies and sounds.

• Startup: Open Folnaro at login. This keeps the timer in the menu bar and the reminders active after a restart. If macOS needs your approval, Open Login Items opens System Settings.
• Security: the app lock with Touch ID or your login password, and after how long without input Folnaro locks. See Privacy and App Lock.
• Notifications: whether Folnaro may send you notifications, for running timers, due invoices and finished exports.
• Sounds: Sounds when finalizing and paying. They follow the alert volume in System Settings.
• Animations: Animations during longer operations. When sending, importing, exporting or backing up, Folnaro shows a short scene. Turned off, you see only the progress.
• Sample Data: an invented business year to look around in. See Look around with sample data.
• Feedback: ideas, bugs or questions straight to the people who make Folnaro. Help > Send Feedback… does the same.

Timer

How the timer appears in the menu bar, on the Timer Island and in the Dock.

• Menu Bar: whether the menu bar shows Symbol only, the Running time or Time and project.
• Timer Island: the small display at the top center, just under the menu bar, if you like also without a running timer and in full screen apps.
• Dock: what the badge on the Dock icon shows, such as today’s hours or overdue invoices and new receipts.
• Time Away: after how long without input Folnaro asks what should happen with the time.
• Reminder: Remind me when a timer runs for a chosen number of hours. The notification has a button to stop the timer.
• Keyboard Shortcuts: shortcuts that work in every app, to start or pause, to open the timer in the menu bar and to switch the project.

More under Timer settings.

Shared Times

Share time entries with your customers through a folder you choose, for example in your cloud service. Under Default folder you pick the folder; Folnaro creates one subfolder per customer in it. Sharing belongs to your data and keeps running after the trial. See Share time with customers.

Business

Business Profile

Your business as it appears on invoices, quotes and emails: Legal form, Business name, Owner, Profession, Address, Contact, the Default payment terms and the Document language. These details appear in the sender line and footer of every document.

Folnaro checks every field as you type and says what is missing or does not fit. For a GmbH or UG you also enter the Register entry and the Managing directors.

Taxes

VAT, tax numbers and VAT returns:

• VAT: whether you use the Small business rule (§ 19 UStG).
• Tax identification: Tax number and VAT ID. Every invoice needs one of them.
• VAT return: Taxation (accrual or cash), the period of the VAT return, Permanent extension, the State for public holidays and the EC sales list period. Folnaro prepares the figures for each period; submitting stays with you or your tax advisor.
• Tax status over time: reports for a period use the status that applied back then. Record a Change… keeps a switch with the day it applies from. Once you have finalized invoices or receipts, Folnaro asks from when each change applies.
• Small business limit: how much of your revenue this year already counts toward the limit.
• Tax numbers for bank reconciliation: optional, so bank reconciliation recognizes payments to the tax office.

More under Small business rule and switching to regular taxation and Reports: VAT return, EC sales list and EÜR.

Bank Account

The bank details on your invoices and ways for customers to pay: Account holder, IBAN, BIC and Bank. Folnaro checks the IBAN and tells you when it has a typo. Under Payment aids you turn on the GiroCode on invoices and enter a PayPal.me name. Both appear only on open invoices and reminders in euros, with the amount due and the invoice number as reference.

You do not import bank statements here but under Bank.

Tax Advisor

Contact, package delivery and DATEV numbers of your tax advisor. Under Package delivery you choose whether Folnaro prepares an email, puts the package into a shared folder or sends it to a DATEV Upload address. Under DATEV you find Chart of accounts, Consultant number and Client number. Folnaro checks the numbers as you type and asks before you switch the chart of accounts. See Tax advisor and DATEV.

Documents

Document Design

Template, logo and layout of your documents. On the right you see the Preview of a sample invoice with your profile. Clicking it opens it large in Quick Look.

1. Under Template, choose Classic, Clear or Compact and an Accent color: Graphite, Ink, Petrol, Oxide or Plum. Every color stays readable on white and prints as its own gray in black and white.
2. Under Layout, click Choose… at Logo and pick a PNG, JPEG, SVG or PDF file. A PDF stays a vector, an SVG is turned into a sharp image, a very large image is scaled down to print size. Folnaro checks the logo right away with the same rendering as the PDF, so it is never missing from a document.
3. Choose the Logo position: Left, Centered or Right. The position moves only the logo. Business name and contact lines stay in the letterhead in every position, next to the logo or opposite it.
4. Choose the Paper size. On A4 you can also print Fold and punch marks.

Mention Folnaro in the file writes Folnaro only into the PDF properties; nothing appears on the page. If your profile lacks details every invoice needs, or the IBAN is invalid, the preview tells you. The design applies to all new documents; finalized ones stay as they are. Step by step under Document design.

Number Ranges

How Folnaro numbers your documents without gaps. For each Document type you set the Format, such as RE-{YYYY}-{####}. You also decide when the counter restarts: Restart every year, Restart every month or Continuous.

• In the format, {YYYY} stands for the year and {MM} for the month. {####} is the running number with leading zeros, {N} without. Insert adds them. If the running number is missing or appears twice, Folnaro tells you before anything applies.
• Own number range for invoice corrections: off, invoice corrections continue in the invoice numbers. On, they get their own range, for example RK-2026-0001.
• Next number: with Next counter and Set… you continue a number series from another app. Type the counter without a thousands separator. Folnaro asks before setting it.

What Folnaro checks:

• Numbers are assigned only when you finalize. Drafts have no number, so a deleted draft never leaves a gap.
• The counter cannot fall below a number already issued. Folnaro then says “Numbers up to … are already issued. The counter can only continue from ….”
• If you jump ahead, Folnaro warns that a gap appears.
• Issued numbers stay unchanged, even when you change the format later.

Reminders

Deadlines, fees and texts for each reminder level: Payment reminder, First reminder and Final reminder. For each level you set how many days After due date or After previous deadline it becomes due, the New payment deadline and the Fee.

• Before the customer is in default, no fee may be charged. When a payment reminder goes out before default, Folnaro leaves the fee out of the letter.
• A reminder fee can be at most €100.00. If it is above the usual costs, Folnaro warns.
• Charge businesses a 40 € lump sum: added once to the first reminder, never for consumers.
• Charge default interest: interest from the start of default at the current base rate, separate for consumers and businesses. Base rate history lists the published rates; you add a missing one yourself.

See Reminders.

Checks

Checks that point out likely mistakes before you finalize. They look for documents that are complete but probably wrong. Some findings need a reason before finalizing, which stays in the audit log. Under Before finalizing you turn each check on or off:

• Unit fits the service
• Customer type fits the name, for example a private person with “GmbH” in the name
• Street line holds only the street
• VAT for domestic customers: lines at 0 % for a customer in Germany
• Tax treatment fits the country
• Confirmed VAT ID: reverse charge without a valid VIES check
• Photovoltaic zero rate alone
• Small business limit: from 80 % of the limit and when an invoice crosses it
• Same invoice twice: same customer, same amount, same service period
• Your word rules

Under Word rules, Add Word Rule… sets words or phrases that should never appear on a document, if you like Whole words only and with a Note, such as a better wording. Titles, texts and all lines are checked, ignoring case and accents. The finding quotes the passage and says where it appears. A document with such a word can still be finalized when you give a reason. What a finding means and how to turn a check off is under A check reports a finding.

Sending

Email

Sender and outgoing mail server for your emails.

1. Under Outgoing server (SMTP), choose your Provider. For known providers Folnaro fills in Server, Port and Encryption; otherwise choose Other.
2. Enter User name and Password. If the provider requires an app-specific password, Open Account Page opens the page where you create it.
3. Click Test Connection. The test signs in to the server and says Connected and signed in, or names the reason it failed.
4. Under When sending, choose the Default sender and whether Send me a copy sends you a copy.

The password lives in your Keychain, never in the database. Without encryption Folnaro does not sign in, so your password is never sent readable. Remove Account… deletes server, user name and password; senders and sent emails stay. See Sending documents by email.

Sender Identities

The addresses Folnaro sends your documents from, for example a separate one for billing. Each sender has a Label, name and address, Reply-to, BCC copy to, a Signature and under Send via the choice between Folnaro (SMTP) and Mail app. With Own mail server a sender gets an outgoing server of its own. The first sender becomes the default. You can change the default sender but not remove it. Every email goes out only when you click Send.

Email Templates

The texts your emails to customers and your tax advisor start from. Under Template, choose the kind at Email for, such as invoice, quote, payment reminder, cancellation invoice or invoice correction, plus Language and Form of address. Then change Subject and Text and use Insert Placeholder for details such as number, amount or due date.

Customers get the formal template. Customers set to “du” get the informal one. The language follows the document language. Folnaro reports an unknown placeholder or an empty subject at once. See Sending documents by email.

Data

iCloud

Keep your data the same on every Mac you use. Turn on Sync with iCloud. Status shows what is happening, Sync Now starts a sync. If this Mac already has data, it is merged with the data in iCloud. Nothing is deleted; Folnaro backs up first. Remove from iCloud… deletes the copy in iCloud; your Macs keep all data. See Sync with iCloud and Common questions.

Archive

Hand finalized documents over to your archive, either with Upload to Paperless-ngx (with correspondent, document type and tags) or with Copy to a folder for any document management system that picks up files from a folder. Hand over documents right after finalizing does this automatically, Hand Over Now catches up. Existing files are never overwritten, and each document is uploaded once. See Hand documents over to an archive.

Backup

Automatic backups and where they are kept. Folnaro backs up once a day and when you quit after a change. Every backup is checked by a trial restore before it counts. Under Location you choose a folder, ideally in iCloud Drive or on an external drive. Back Up Now backs up at once; a manual backup never removes another. Under Retention you see receipts whose retention period has ended. See Backup and export.

Import

Restore a Folnaro backup or bring in data from SumUp Invoices, lexoffice (Lexware Office) or sevDesk. For other apps you always see a preview first, and finalized documents keep their numbers. A backup replaces all data after Folnaro has made a restore point. Here you also set up the watched folder for receipts. See Bring over data from another app.

Agents and subscription

Agents

What agents may read and change through MCP. Under What agents may do you turn on each one: Read, Create and edit drafts, Finalize documents, Cancel documents, Sending, Propose payments, Bank transactions, Record expenses, Track time and Change settings. Under Connect an agent you pick the Client and write the configuration. Every change by an agent is in the log and passes the same checks as in the app. See Connecting agents through MCP.

Subscription

Your access to Folnaro and what always stays yours. Status shows your Plan, the Access, when the trial ends and whether New documents are allowed. There you also find Show Options, Restore Purchases and Manage Subscriptions. See Subscription, trial and what always stays.

Common questions

I cannot find a setting

Type a word from the topic into Search, such as “payment terms”, “logo” or “fee”. The search also knows words that are not in the title.

The preview in Document Design shows a note

Your profile lacks details every invoice needs, or the IBAN is invalid. Add them in Business Profile or Bank Account.

Folnaro does not accept my logo

The file cannot be read as an image. Choose a PNG, JPEG, SVG or PDF file, for example a fresh export from your graphics app.

I cannot set the counter lower

Numbers up to there are already issued, and a number may exist only once. The counter continues from the next free number. See The counter cannot be set.

A setting does not change an old invoice

Finalized documents stay unchanged, as the GoBD require. New settings apply to all new documents.