12. Settings

Settings are divided into eight main areas with respective sub-items.

General

Language

Choose between Deutsch, English and Francais. The change takes effect immediately and affects all menus, dialogs and messages.

Automatic Updates

When enabled, the application checks for new versions at startup. You will be notified when an update is available and can decide whether to install it.

Usage Statistics

Optionally, you can send anonymous usage statistics to INAT Solutions to help improve the software. No personal data, customer data or invoice contents are transmitted. The toggle is located in the Updates section.

Appearance

Switch between light and dark design using the sun/moon icon in the title bar (top right). The dark design is easier on the eyes during extended work and is ideal for low-light work environments. The theme switches instantly without a restart.

Help and Introduction

Here you can restart the setup wizard, view the news of the current version, open the help glossary or show the keyboard shortcuts overview. You can also open the glossary context-sensitively with F1; the shortcuts overview is additionally available via Ctrl+/.

When you restart the setup wizard, you can also switch the start profile. The profile updates visible add-on modules and the focused shell immediately.

As long as the focused start is not complete, the First steps card remains visible on the dashboard. The fourth step opens the backup dialog directly from there or via the shortcut Ctrl+B.

Company

Master Data

All information that appears on your business documents:

Value Added Tax

Configure your VAT settings:

• Checkbox to activate VAT liability
• Set standard rate (Switzerland: 8.1%)
• Define reduced rate (Switzerland: 2.6%)
• Activate special rate if needed (e.g., 3.8% for accommodation)

The rates are offered as selection for invoices and in the catalog.

Invoices

QR Payment Data

For correct Swiss QR invoices you need:

Layout Adjustments

Open Settings → Customize Invoice Layout. The dialog is organized into three tabs: Design, Texts, and Logo.

Design

• Pick a style template from several presets (various color and font combinations)
• Select the font via the "Font" dropdown — each entry is rendered in its actual typeface so you can directly compare Helvetica, Times, and Courier variants
• Choose the accent color from swatches in the curated palettes or open + Custom Color for an individual choice via color picker (Hex, HSV, palette)
• Define the primary color for headings

Texts

• Store header and footer text
• Set default payment terms
• Adjust additional invoice texts and microcopy

Logo

• Anchor Grid (3×3): One click places the logo at any of the nine standard positions (top-left, top-center, top-right, middle-left, …, bottom-right). The logo snaps to the chosen corner with a smooth animation.
• Drag and drop in the preview: Click the logo directly in the preview, drag it to the desired location, and release. While dragging, a subtle ghost outline appears as a placeholder.
• Advanced (collapsible): Under "Advanced" you will find sliders and input fields for millimeter-precise fine-tuning of X/Y offset and logo size — ideal for keyboard navigation and exact values.

Save and discard

• Save confirms the change with a short checkmark feedback directly on the button (no more popup messages).
• Discard changes reverts all values to the last saved state — after a confirmation dialog so nothing gets lost by accident.

Quotations

Layout Adjustments

The quotation layout uses the same editor as the invoice layout — available under Settings → Customize Quotation Layout. It is likewise organized into Design, Texts, and Logo with anchor grid, drag-and-drop preview, font dropdown with preview directly in the document, custom color picker, and an "Advanced" section for millimeter-precise fine-tuning. Saving is also confirmed with a checkmark feedback, and "Discard changes" is confirmed before execution.

Additionally for quotations:

• Default validity period in days
• Footer text with your quotation conditions

Reminder System

Configure Fees

Adjust the reminder fees for each level to your needs:

Additionally, you can individually formulate the reminder texts for each level.

These fees are added to the open invoice amount when a reminder is created and are not included in existing line or document discounts.

Catalog

Management

Here you manage the structure of your service catalog:

• Create, rename and delete categories
• Set default VAT rate for new entries
• Import/export catalog data (CSV)

Accounting

Manage Categories

Organize your accounting with your own categories:

Income Categories: Product Sales, Services, Commissions, Other Income

Expense Categories: Materials, Personnel Costs, Rent, Insurance, Vehicle Costs, Office Supplies, Marketing, Bank Fees, Other Expenses

You can add, edit or delete categories (as long as no entries are assigned).

Export Receipts

Export all receipts of a selected period as ZIP archive. Ideal for your accountant or tax return.

System

User Management

Manage access to the application:

• Create new users with their own password
• Change existing passwords
• Deactivate or delete user accounts

Deactivate / Activate a User

To temporarily revoke a user's access without deleting the account:

1. Go to Settings → User Management
2. Right-click on the desired user
3. Select "Deactivate" from the context menu

The user can no longer log in after deactivation. The account and all associated data are fully preserved. To restore access, repeat the process and select "Activate".

Note: You cannot deactivate your own account. Deactivated users receive no specific error message on login — this is a security measure against account enumeration.

Reset Password

If a user has forgotten their password, the “Forgot password?” link is available in the login dialog. The process runs in three steps:

1. Enter username — Enter the username of the account.
2. Confirm code — A 6-digit numeric code is sent to the user’s stored email address. The code is valid for 15 minutes. After 5 failed attempts, the process is locked for 15 minutes.
3. Set new password — Enter a new password with at least 8 characters and confirm it.

Requirements: The user must have a valid email address stored in their profile. The reset code is delivered through the central HIVE service, so no local SMTP or Outlook configuration is required.

Session timeout: After 30 minutes without keyboard or mouse activity, HIVE ends the current session for security reasons and returns to the login dialog. Any open dialogs are closed during this process.

Optional Modules

Activate or deactivate optional functional areas:

• Projects module for project management and reports
• Vehicles module for vehicle management
• Tire storage module for storage/retrieval and seasonal planning
• Time tracking module for working time recording and hour billing

After activation, the new areas appear in the navigation.

Calendar Integration

Connect your Microsoft account for Outlook synchronization. Appointments are synchronized bidirectionally.

Email Sending (SMTP)

For direct email sending without Outlook, configure:

Email Templates

Create reusable templates for:

• Invoice sending
• Quotation sending
• Reminders of each level

Available placeholders: {customer}, {salutation}, {invoice_no}, {amount}, {due_date}

Database

Choose between two modes:

• Local (SQLite): All data on this computer, no internet needed
• Cloud (PostgreSQL): Data synchronized to server, access from multiple devices

Database Synchronization

In cloud mode, you can synchronize your local database with the server. The synchronization dialog shows the current status, last synchronization time and any conflicts. Synchronization can be triggered manually or run automatically in the background.

Database Encryption

HIVE automatically encrypts your local SQLite database with AES-256-GCM. The encryption key is protected via Windows DPAPI and is tied to your Windows user account. This means:

• Your data is encrypted on disk
• Only your Windows account can decrypt the data
• When changing devices, you must use a backup

Encryption happens transparently in the background and requires no manual configuration.

Data Backup

Protect your data:

• Create manual backup at the push of a button
• Set backup location (local folder or network drive)
• Restore backup from file
• Configure automatic reminder (weekly recommended)

Note for cloud mode: The backup only secures your local database copy. Make sure synchronisation with the server is up to date before performing a restore.

Data Import

Transfer data from other systems:

• Import customers from CSV file
• Import catalog entries
• Transfer accounting data

A wizard guides you through column mapping.

Reset Data

If needed, you can selectively clear areas:

• Delete all invoices
• Delete all quotations
• Reset accounting
• Reset complete data

Each action requires double confirmation to protect against accidental data loss.

Change Log

Under Settings → Change Log you will find a complete log of all data changes in the application. This serves compliance requirements and full traceability.

Available filter options:

The table shows per entry: timestamp, user, type, ID, action, and a description of the change. 100 entries are shown per page; use the navigation buttons to page through.

Export and Archiving:

• CSV Export — Exports the filtered view as a CSV file.
• Show Archive — Switches to the view of archived entries (older than 10 years).
• Archive Now — Moves all entries older than 10 years to the long-term archive. The regular log area remains clear and manageable.

Webhooks

With webhooks you can connect HIVE to external systems. When certain events occur, the application automatically sends an HTTP notification to your server.

Configure webhooks:

1. Go to Settings → System
2. In the Webhooks section:

• Webhooks active: Enable the feature
• Webhook URL: Enter the recipient URL
• Select events: Which events should trigger webhooks?
• Secret (optional): For HMAC-SHA256 signature authentication

Available events:

Use the "Send Test" button to verify that your server correctly receives the request. The response is displayed immediately.

Webhooks are sent in the background and never block the user interface. Temporary failures automatically trigger a retry.

License

Here you will find all information about your license:

• Current license status and type (Trial, Standard, Pro)
• Validity date and remaining days
• Connect account with HIVE
• Enter and activate license key
• Manage subscription and payment method