Setting up your business profile

Your business profile is the chunk of information that gets stamped onto every quote, every invoice, every SMS Karven sends on your behalf. Spending ten minutes on it once means every customer-facing document looks like it came from you, not from a software vendor.

Find it under Settings → Business profile.

The fields that matter

Business name. Whatever's on your invoices. It appears at the top of every PDF and in the SMS sender ID where carriers allow it.

Trading name. Optional. Some operators trade as one name but invoice under another (the Pty Ltd). Karven will show the trading name on the PDF and the legal name in the "Issued by" footer block.

ABN. Required if you're GST registered. Karven validates the number against the ABR check digit at save time, if you fat-finger it, you'll see a red message immediately rather than discovering it when a customer asks why their accountant can't claim the GST.

Logo. Upload a PNG or SVG, 512px minimum on the long edge. Karven runs it through a quick auto-trim and previews it on a sample PDF so you can see how it'll land. White background is fine, we'll matte it onto the header automatically.

Business email. Where reply-tos go. If a customer hits "Reply" on a Karven-sent quote, this is where the email lands. Use a monitored inbox.

Business phone. Shown on the PDF header and inside the customer portal. Use the number you actually answer.

Address. Used on tax invoices (legally required) and in the PDF footer.

Terms

Karven gives you a built-in trade-friendly default. It covers:

• Quote validity period (default 30 days)
• Deposit requirements
• Variation procedures
• Payment terms (default 7 days from invoice date)
• Defect-rectification windows

You can edit any of this in Settings → Business profile → Terms. Karven supports light Markdown, headings, lists, bold, italic. No HTML.

A short, plain-English terms page tends to get read. A six-page legal monstrosity does not, and it makes you look like a body corporate. Edit accordingly.

If you've got a lawyer-drafted terms doc, paste it in. Karven won't reformat your wording.

State

Sounds trivial. It isn't. Karven uses your state for:

• Licence verification. Each state has its own register and check format. NSW Fair Trading isn't the same as VBA. Get this right.
• Surcharging rules. Card-surcharge rules are federal (RBA/ACCC) and apply by card scheme, with reforms underway whose timing is still being confirmed. Karven applies the right one.
• BAS workflow. State doesn't affect BAS itself (it's federal) but it affects which payroll-tax warnings we surface.

Insurance details

Optional but recommended:

• Public liability: insurer, policy number, expiry.
• Workers comp: insurer, policy number, expiry (if you have employees).
• Professional indemnity: insurer, policy number, expiry (for design or consulting work).

Once you've added these, Karven puts a small "Insured to $20m public liability" stamp on the PDF footer (configurable). It also reminds you 30 days before any policy expires.

Trade licences

Add your licence under Settings → Licences:

• Licence type (builder, plumber, electrician, etc.)
• Licence number
• Issuing state
• Expiry date

If you're on Pro, Karven calls the state register weekly and flags any change in status. If your licence lapses or gets a condition added, you get an email within 24 hours.

What appears where

A short cheat sheet:

| Where | Shows | | --- | --- | | PDF header | Logo, business name, ABN, phone, email | | PDF footer | Address, insurance stamp, licence number | | Customer portal | Business name, trading name, logo, phone | | SMS body | "From [Business name]" plus your message | | Email signature | Logo, business name, address, link to portal |

A common mistake

Don't put your home address in the business address field if you work out of the house. Use a PO box or your registered business address. The PDF goes to whoever you send it to, and that includes anyone they forward it to.