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Business Entities

If you do business under another legal name or address - for example a license in a state with film tax incentives, so a production filming there rents from an in-state vendor - add it as a business entity. An order's quote, deposit request, invoice and receipts then show that entity's legal name and address instead of yours.

Setting up business entities​

Open your Address Settings. Below your addresses, press Add Business Entity and fill in:

  • Legal Name: the name the paperwork shows, such as "Media Support Services, LLC".
  • Street Address, City, State / Province, Postal Code and Country: the address the paperwork shows. Press Enter in Street Address for a second line, such as a suite number.
  • Default Tax Region (optional): the tax region an order usually needs when it's from this entity. See Tax regions.

Your logo, website, phone, email and invoice numbers stay the same for every entity. Card payments still go to your one Stripe account.

To stop using an entity, open it and press Archive. It can't be picked for new paperwork, but documents that already use it still print it. Press Restore to use it again. An entity can't be deleted.

Choosing who the paperwork is from​

Until you choose an entity, paperwork is from you: your legal name and Billing Address.

  • Companies and accounts: set a default Business Entity on the Billing tab. An account that inherits its company's billing settings inherits its entity too.
  • New orders start from their account's entity. Choosing a different account on an order offers to switch to that account's entity.
  • Orders: change it on the order's Billing tab, or in the Create Invoice window.
  • Invoices: an invoice starts from its order's entity. Change it on the invoice's Advanced tab. Once an order is invoiced, its entity can only be changed on the invoice, and changing it there changes the invoice's orders too, so a reprinted quote still matches the invoice.

The Business Entity field only appears once you have at least one entity.

An invoice's orders must all be from the same entity, and so must the invoices on a bank deposit. Propcart tells you if they aren't.

Tax regions​

Choosing an entity with a Default Tax Region offers to switch the order's, account's or company's tax region to it. Choosing your own name offers your default tax region. A tax-exempt account or order is never switched.

What shows the entity​

The entity's legal name and address replace yours on:

  • quotes and deposit requests
  • invoices, including Download (for mailing)
  • invoice receipts and bank deposit receipts
  • statements
  • the Selected Orders > Download PDF from an account's orders
  • the footer of the emails that send quotes, deposit requests, invoices, receipts and statements

A statement uses the account's current entity.

Quotes and deposit requests show your Sales Email, so customers reply to your sales team. Invoices, receipts and statements show your Billing Email.

Pull sheets, packing lists and pickup, checkout and return sheets keep your main address: they're for your warehouse, not your customer's accounts payable.

Exports​

Once you have an entity, the Invoices, Orders, Bank Deposits, Accounts and Companies CSV exports get a Business Entity column, so your bookkeeper can split them by entity. The QuickBooks export is unchanged.