Account, settings & security

Your business profile & branding

Under Accept Payments → Billing Settings, the Business profile card holds your logo and contact details as they appear across your billing tools: invoices, estimates, receipts, your pay page, and the pay widget. One logo brands the whole suite.

Upload or replace your logo right there. Your business name, address, phone, and email are shown but read-only, because they come from your official account record. To change them, contact your account manager (this keeps your statements and paperwork accurate).

Tax rates

Save the sales-tax rates you charge under Accept Payments → Tax Rates. Give each a name, a state, and a percentage, and mark a default.

Invoices auto-apply the matching state's rate (falling back to your default), and the same rates feed estimates, the virtual terminal, your register, and the mobile app. Because every tool reads one list, changing a rate updates it everywhere, and you can still override tax on any individual invoice.

Discounts vs coupons

These are two different tools. Quick discounts your team taps during a sale (Senior, Friends & family) are discount presets, managed in the Merchant360 mobile terminal's Settings; they show as one-tap buttons in the app.

Codes a customer types on the pay page are coupons, created under Billing Settings → Coupons (dollar or percent off, with optional expiry and usage limits). The customer enters the code and it books as a credit memo. See the Invoices chapter.

Team & roles

Invite staff under Account → Team so everyone has their own login. Choose a role that scopes what they see: Owner (everything, including banking, vendor payments, billing, and Profit & Loss), Manager (full operations except banking, vendor payments, billing, and cancellation), Accountant (invoicing, payment links, credit memos, exports, recurring, and read access), Clerk (batches, transactions, statements, messages, and the countertop card terminal), or Register (the POS only).

The role you pick decides what someone can do with money, not just what they can see. Hand-keying a card on the virtual terminal and opening the saved-card vault both stop at Manager – a cashier takes payments on the countertop terminal instead, where the card is in the room. Payment links and credit memos sit with Accountant. Banking, vendor payments, and Profit & Loss stay owner-only no matter who you add. The Team page lists exactly what each role can do before you send the invite, so pick the smallest role that does the job.

Inviting or removing a teammate is a protected action reserved for the account owner, and it asks for a texted security code to confirm it's really you. The code goes to the mobile number you verified under Account → Security – the panel shows which number before you send, and if you haven't added one yet it points you there first. Each teammate manages their own number the same way, on their own Account → Security page.

The invite also takes the teammate's mobile number (optional but recommended) – that's where security codes for protected changes get texted, so a teammate invited with a mobile can pass them from day one. Next to each teammate the page shows whether codes can reach them – a green badge with the last digits of their mobile, or an amber one when no mobile is on file. The owner can click Add mobile right on an amber badge to fill one in; once a teammate verifies their own number under Account → Security, only they can change it. Teammates without a number can still work every day; they just can't complete protected changes (like large refunds where enabled) until one is added.

Turning billing tools off

Every Merchant360 account comes with the billing toolbox switched on – invoicing, estimates, scheduling, payment links, the virtual terminal, saved cards, and recurring billing. If you bill through your own system and would rather not see any of it, the account owner can switch the whole toolbox off under Account → Security. The Tools menu disappears and those pages stop opening.

Nothing is deleted. Your invoices, customers, saved cards, and recurring plans all stay exactly where they are and come straight back if you turn the tools on again. Because switching them back on restores the ability to charge cards, that direction asks for a code texted to your phone – so nobody can restore it without you. Your EPI rep can also switch it either way for you.

Supplies & equipment

1. 1Go to Shop → Supplies & Paper to reorder paper rolls and other supplies. They ship to you and track under Account → Requests & Orders.
2. 2Need hardware? Equipment orders (and the signatures they require) live there too.
3. 3Check Requests & Orders any time to see what's shipped, what's in transit, and what still needs your sign-off. It gathers every kind of request (banking changes, gift-card orders, supplies, hardware) in one timeline.

Security & PCI

Account → Security is where you turn on SMS two-factor authentication and manage trusted devices (devices that can skip the code for 90 days). Turn 2FA on for every owner and anyone who can move money; it's the single biggest thing you can do to protect the account. To change your password, use Forgot your password on the login screen. You can also set a large-refund threshold – refunds over that amount require a fresh 2FA code, so a hijacked session can't drain the account.

Because saved cards are vaulted as tokens and full card numbers never touch your systems, most of the hard PCI work is handled for you. Account → PCI Compliance walks your annual attestation in plain language: pick the self-assessment questionnaire (SAQ) that matches how you take cards – hosted-page only, terminal, virtual terminal, and so on – answer it, and the page tracks your status (in progress, complete, expired) and your renewal date. It's something only you can complete; EPI staff can't attest on your behalf.

Give staff their own logins rather than sharing one, so activity is attributable and you can remove access cleanly when someone leaves.

Sales Rep Activity

Account → Sales Rep Activity is your transparency window. If a sales-rep office is authorized to run billing tools on your behalf, you see the exact scope they were granted, every action they take (invoices created or sent, links created or cancelled), and you can revoke access with one click.

Any charge over a limit you set is parked here for your approval before it runs, and authorizations awaiting your e-signature show up here too.

Running a restaurant?

TableTurn, the restaurant POS, has its own guide at tableturn.cloud/guide covering the register, table service, kitchen displays, and printers.