# Administration setup

> Seven steps set up your Entity before going live. Declare your Internal counterparty and your own bank accounts, enter your company details, and set the rules that keep salaries and taxes out of matching. Then choose your fiscal year, payment term and invoice schedules, adjust payer scoring, turn on currency conversion if needed, and invite your colleagues.

Source: https://www.invunion.com/knowledge-base/administration-setup/
Last updated: 2026-10-14

These seven steps tell Invunion who you are and how you work. Do them in this order: each step uses what the previous one created.

Everything here belongs to the Entity you are in. Check the Entity name at the top of the menu before you start.

## Step 1: Import your internal information

**Counterparties** and **Payment Methods** in the menu.

Invunion needs to know which bank accounts are **yours**. Money moved between your own accounts is an internal transfer, and Invunion keeps it out of invoice matching.

1. **Create your Internal counterparty.** In **Counterparties**, select **Add** and give it the role <span class="kb-pill kb-pill-company">Internal</span>. It stands for your own company. If your group has several companies, create one for each. See [Counterparties](https://www.invunion.com/knowledge-base/counterparties/#add-or-edit-a-counterparty).
2. **Declare your own bank accounts.** In **Payment Methods**, add each of your accounts with the ownership <span class="kb-pill kb-pill-company">Company account</span>, then pick the **Owning entity**: your Internal counterparty. See [Payment methods](https://www.invunion.com/knowledge-base/payment-methods/#ownership).

With many accounts, use **Import** on each page to load a CSV file. See [Other ways to create counterparties](https://www.invunion.com/knowledge-base/counterparties/#other-ways-to-create-counterparties) and [Other ways to create payment methods](https://www.invunion.com/knowledge-base/payment-methods/#other-ways-to-create-payment-methods).

Accounts that Invunion finds on its own but cannot link land on **Own accounts to assign**. Move them to the right Internal counterparty. See [System counterparties](https://www.invunion.com/knowledge-base/counterparties/#system-counterparties).

## Step 2: Enter your Organization and Entity details

**Settings > Administration > Organization & Entity.**

Fill in the three cards and select **Save**.

| Card | Fields |
| --- | --- |
| **Name** | **Organization Name** and **Entity Name**. The **Organization identifier** is shown too. It cannot be changed. |
| **Primary contact** | **Name**, **Surname**, **Email** and **Phone** of the person Invunion can contact. |
| **Legal address and identity** | **Address**, **City**, **Postal Code**, **Country**, **VAT number**, **Company registration number**, **Billing email** and **Billing name / service**. |

An Organization can hold several Entities, for example one per company or one per country. Each Entity has its own details.

## Step 3: Set your rules and match levels

**Settings > Administration > Rules.**

Rules tell Invunion what to leave out, and who a bank line comes from.

1. **Exclusion rules.** Keep bank lines that are not customer payments out of matching, and record why: salaries, taxes, bank fees, loans. For example, a rule with the **Category** payroll and **Description contains** `SALARY` marks all your salaries. Money out is already out of scope by default, so rules matter most for money in that is not a customer payment, such as a loan or a tax refund. See [The default](https://www.invunion.com/knowledge-base/exclusion-inclusion-rules/#the-default), [Add a rule](https://www.invunion.com/knowledge-base/exclusion-inclusion-rules/#add-a-rule) and the examples for [tax payments](https://www.invunion.com/knowledge-base/exclusion-inclusion-rules/#example-1-tax-payments) and [bank fees](https://www.invunion.com/knowledge-base/exclusion-inclusion-rules/#example-2-bank-fees).
2. **Identification rules.** Link a bank line to a customer when the bank account alone is not enough, for example with a customer number in the text. See [Add a rule](https://www.invunion.com/knowledge-base/identification-rules/#add-a-rule).
3. **Match levels.** On the **Match levels** card, tell Invunion about **Your prices** (**Mostly the same**, **Mixed** or **Mostly customized**). Then choose whether to **Confirm Strong matches** on their own, or send them to the Match inbox. See [Match levels](https://www.invunion.com/knowledge-base/match-levels/).

You do not need a rule for transfers between your own accounts. Step 1 already covers them. See [Internal transfers](https://www.invunion.com/knowledge-base/exclusion-inclusion-rules/#internal-transfers).

## Step 4: Set your accounting settings

**Settings > Finance > Accounting.**

1. Choose the month your **fiscal year** starts. See [Fiscal year](https://www.invunion.com/knowledge-base/accounting/#fiscal-year).
2. Set the **default payment term**, in days. Invunion uses it for invoices that arrive without a due date. See [Default payment term](https://www.invunion.com/knowledge-base/accounting/#default-payment-term).
3. **If your invoices are paid in several transactions**, create an **invoice schedule**, for example 30% then 70%. Invunion then expects each installment and recognizes a payment of exactly one installment. See [Invoice schedule](https://www.invunion.com/knowledge-base/accounting/#invoice-schedule).

## Step 5: Adjust payer scoring

**Settings > Finance > Payer scoring.**

Invunion gives every customer a score from 0 to 100 and a label: **Good**, **Watch** or **Risky**. The defaults fit most businesses. Change them if, for example, your customers often pay a little late by habit. See [What you can set](https://www.invunion.com/knowledge-base/payer-scoring/#what-you-can-set).

## Step 6: Turn on currency conversion

**Settings > Finance > Currency conversion.**

Do this step only if your customers pay in **another currency than the one on the invoice**, for example a USD invoice paid into a EUR account. Until you turn it on, Invunion only matches a payment and an invoice in the same currency.

Turn on **Allow currency conversion**, pick the company account from step 1, and choose the invoice currencies to convert. See [Connect it in four steps](https://www.invunion.com/knowledge-base/currency-conversion/#connect-it-in-four-steps).

## Step 7: Optional: invite members and set notifications

**Settings > Administration > Members** and **Settings > Administration > Notifications.**

1. **Invite your colleagues** and choose what each one can see and do. See [Invite a member](https://www.invunion.com/knowledge-base/members/#invite-a-member).
2. **Set notifications** to be told when something needs you, for example when an invoice is paid. See [Add a notification](https://www.invunion.com/knowledge-base/notifications/#add-a-notification). To receive them in Slack, see [Connect Slack to notifications](https://www.invunion.com/knowledge-base/connect-slack/).