Company details

Company details is your workspace's own record: the company name, tax ID and address, the language and currency the company works in, a contact person, and your marketing consent. The Owner can also delete the whole system from this screen.

Where to find it: Settings → Company details

When you'll use it

• You set up a new workspace, before the team starts working.
• The company moves, or changes its name or its tax ID.
• The contact person changes.
• E-mails that Complaia sends for your company go out in the wrong language.
• You want new orders and products to start in a different currency.
• The Owner wants to close the company's account for good.

Key concepts

The fields

Field	What it is for
Company name	Your legal name. Required.
Tax ID	The company's tax number (NIP in Poland). Required.
Country	The country the company is registered in. Required.
System language	The language Complaia uses when it acts for the company. See below. Required.
System base currency	The currency that new orders, products and documents start in. See below. Required.
Address, Postcode, City	The registered address. All three are required.
Contact person: Full name, Phone, Email	The person the Complaia team should contact about your account.
Commercial information and direct marketing	Whether you agree to receive offers and news from Complaia. You gave or refused this when you signed up, and you can change it at any time. Below it you see when the terms were accepted and when this consent last changed.

What this data is used for

• Your invoices for Complaia. The company name, tax ID and address are sent to the payment provider (Stripe) automatically. After you save a change, future invoices for Complaia use the new details. Invoices already issued stay as they are. The same details are shown on System → Subscription under Invoice details.
• Messages and documents produced for the company. They use the system language.
• New orders, products and documents. They start in the base currency.

The system language and your own language

There are two language settings, and they do different things:

Setting	Where you set it	What it changes
Your interface language	Your own profile	What you see on screen. Nobody else is affected.
System language	This screen	The language of system e-mails, documents and event log texts produced for the company. One example is the welcome e-mail a new user receives. It does not depend on who caused the message.

The base currency

System base currency is the default currency of the whole company. New orders, new products and imported items without their own currency get it. Changing it does not convert amounts that are already saved. Existing orders, products and documents keep their currency and their amounts.

This is not the seller on your invoices

Invoices you issue to your customers do not take the seller's details from this screen. They come from a sales entity. A sales entity is one of your invoicing companies, with its own tax number, address, bank accounts and numbering. If you correct your address here, correct it on the sales entity as well.

The screen

The page has three cards: Company information, Contact person and Consents. The Owner also sees a Delete system section at the bottom.

The page opens for reading. The details are shown as plain text.

• If you may edit, the header shows Edit. While you edit, it shows Cancel and Save changes.
• If you may not, a note explains that editing needs the System definition permission.

Under the company fields, a note says that the name, tax ID and address appear on invoices from Complaia. If you can see the subscription, a Manage subscription button next to it opens System → Subscription.

📷 Screenshot to add: Company details in edit mode, with the Company information card and the Save changes button

Common tasks

Update the company record

1. Go to Settings → Company details.
2. Click Edit.
3. Change the fields you need.
4. Click Save changes. You see Company data saved.

Cancel leaves edit mode. If you changed something, Complaia asks first whether to discard the changes.

Change the system language

1. Click Edit.
2. Choose a different System language: Polski, English, Deutsch, Українська or Français.
3. Click Save changes.

Your own screen does not change. It follows your interface language. Messages and documents created after the change use the new language. Those already sent or created stay as they were.

Change the base currency

1. Click Edit.
2. Choose a different System base currency.
3. Click Save changes.
4. Complaia asks you to confirm and reminds you that saved amounts are not converted. Click Change currency.

From then on, new orders, products and documents start in that currency. Existing ones are not converted.

Change your marketing consent

1. Click Edit.
2. In the Consents card, set Commercial information and direct marketing to Yes or No.
3. Click Save changes. The date under Marketing consent last changed is updated.

Delete the system

Only the Owner sees this option. Deleting the system removes the company's whole Complaia account with all its data.

What happens when you confirm

• Access disappears at once, for you and for every employee. Everyone sees only a blocking screen with a countdown.
• You have 30 days to change your mind. Nothing is erased during that time.
• After the deadline the data is gone for good: products, orders, sales invoices, warehouse, documents, employee accounts and files. There is no backup to restore from.
• The subscription runs to the end of the paid period and is not refunded. Automatic renewal is switched off together with the request.

1. Go to Settings → Company details and scroll to Delete system.
2. Click Delete system.
3. Read the What will happen step: the consequences, and the list of what Complaia keeps afterwards. Click Next.
4. Read the Subscription step: what happens to your payments. Click Next.
5. Fill in the Confirmation step:
   • In Retype the company name, type the company name exactly as shown under the field.
   • In Your password, enter the password you sign in with.
   • Reason (optional) can stay empty.
6. Click Delete system.

The Owner receives reminder e-mails before the deadline.

Download your invoices before the deadline. On the blocking screen, the Owner can click Download package under Download your data. The package is a ZIP file with:

• the PDFs of issued invoices, pro forma invoices and corrections, grouped by year;
• for invoices that went through KSeF (Poland's national e-invoicing system): the invoice XML file and the official confirmation of receipt;
• a CSV list of every invoice;
• a note about how long you must keep invoices.

Drafts are not included. Building the package takes longer when you have many invoices, because each PDF is created on the spot. A progress counter shows how far it is. Keep the browser tab open until it finishes. If a PDF could not be created, the screen tells you, and a file called README.txt in the package lists the missing documents and the reason. Once the system is deleted, the package cannot be created again.

To undo the deletion (Owner only, during the 30 days):

1. Sign in. The blocking screen appears.
2. Check the Resume automatic renewal switch. It is shown when the request switched automatic renewal off, and it is on to begin with. Leave it on, otherwise access ends with the current paid period.
3. Click Restore system. Everyone has access again at once.

When the deadline passes, the data is erased. From that moment the deletion cannot be undone, and the blocking screen says so.

After the deletion, Complaia keeps only:

• the company name, tax ID and country;
• the name and e-mail of the person who requested the deletion and of anyone who cancelled it;
• the dates of the request, any cancellation and the deletion;
• how many files and records were removed, without their contents;
• the invoices Complaia issued to you for using the system;
• a record of Complaia staff signing in to accounts in your company: who and when, without what they viewed.

When it doesn't work

What you see	Why	What to do
A note that editing needs the System definition permission, and no Edit button	Your role can open the screen but not change it. Of the roles that come with the workspace, only the Owner can edit it. An Administrator cannot.	Ask the Owner to make the change, or to add System definition: Edit to your role.
Company name is required., Tax ID is required., Country is required., Address is required., Postcode is required. or City is required.	A required field is empty.	Fill in the field and save again.
Enter a valid contact email.	The contact e-mail is not a valid address.	Correct it.
Save changes is greyed out	Nothing has been changed yet.	Change a field first.
Customer invoices still show the old address	Customer invoices take the seller from a sales entity.	Change the address on the sales entity too.
There is no logo field	The logo belongs to the sales entity, because it prints on invoices.	Set it there.
The name you typed does not match the company name in the system.	The name in Retype the company name differs from the one shown under the field.	Type it exactly, including punctuation.
Incorrect password. when you delete the system	The password is not the Owner's password.	Enter the password you sign in with.
There is no Delete system section	Only the Owner can delete the system.	Ask the Owner.
The package download stopped before the end	The connection was interrupted, so the file was not saved.	Click Download package again.
Company details is not in your menu	Your role does not have System definition: View.	Ask the Owner or an Administrator.

Permissions

To do this	You need
Open Company details and read it	System definition: View
Edit and save	System definition: Edit
Delete or restore the system, download the invoice package	To be the Owner

Of the roles that come with the workspace, only the Owner can edit this screen. An Administrator can read it. See Administrator is not Owner.

The same System definition: Edit permission also puts Logistics → Deliveries and notifications in the menu. Adding it to a role opens both.

Related

• Sales entities — the companies that issue your invoices, with logo, bank accounts and numbering
• Subscription & billing — where the invoice details from this screen are shown and used
• Roles & permissions — why an Administrator cannot edit this screen
• Users — the accounts that work in this workspace
• Setup wizard — where these details are first asked for