System

System settings are the organisation-wide configuration options for VOW. They cover company details, subscription, integrations, and system behaviour. Changes made here affect all users in your organisation. For settings that apply only to your own account, see Settings | My settings.

Company details

Your company details appear throughout the system in report headers, on invoices, and as placeholders available in email and report templates.

Field	Description
Company name	The trading name of your practice. Appears in report headers, on invoices, and as a template placeholder.
Company email	Your organisation's primary contact email address. Appears on invoices and as a template placeholder.
Company phone	Your organisation's primary contact phone number. Appears on invoices and as a template placeholder.
Company fax	Your organisation's fax number. Appears on invoices and as a template placeholder.
Company address	Your organisation's physical street address. Appears on invoices and as a template placeholder.
Company postal address	Your organisation's mailing address. Appears on invoices and as a template placeholder.
Company ABN	Your 11-digit Australian Business Number. Validated as you type. Appears on invoices and as a template placeholder.
Company website	Your organisation's website URL. Available as a template placeholder in email and report templates.

Liability limited by a schemeToggle

Adds a liability limitation statement to reports and invoices.

When enabled, the statement "Liability limited by a scheme approved under Professional Standards Legislation" is included on reports and invoices, and is available as a template placeholder. Enable this if your practice participates in a professional standards scheme.

Company logoAction

The image used in report headers and invoices.

Click the Upload button to import an image that will be used on your reports and invoices and as a field that you drop into email and report templates. The image should be a fairly small landscape image to fit with the report and invoice layouts.

References

The References card groups settings that control sequential numbering, turnaround times, invoice behaviour, and default sales evidence search criteria.

Reference numbers

The system automatically assigns sequential references to jobs, projects, quotes, sales, and requests as they are created. The card lists each counter with a live preview of the next reference it will issue. Click the Edit button beside a counter to change how its references are numbered and formatted.

Editing a counter opens a dialog with the fields below and a live preview of the next reference it will issue. Apply changes with the Save button; Cancel discards them.

Field	Description
Next reference	The number that will be assigned to the next record created. Set this to continue from an existing numbering scheme, for example when migrating to VOW.
Number length	Optional minimum length for the number. Shorter numbers are padded with leading zeros — with a length of 4, number 42 renders as 0042. When the sequence outgrows the length, the reference simply gains a digit. Zero applies no padding.
Prefix	Optional text placed before the number.
Suffix	Optional text placed after the number.
Delimiter	Optional separator rendered between the prefix or suffix and the number — the - in VAL-100042. Not rendered when there is no prefix or suffix.

Prefixes, suffixes, and delimiters may contain letters, numbers, dots, underscores, and hyphens only, because references appear in page addresses.

lightbulb

Practices that restart numbering each year can combine these settings: a prefix of 2026 with a number length of 4 issues 20260001, 20260002, and so on — constant-width references that are easy to scan. At the start of the next year, set the prefix to 2027 and the next reference back to 1.

info

Format changes are not retroactive. A new prefix, suffix, delimiter, or number length only applies to references issued from then on — existing references, and any links or documents that contain them, are unchanged.

The five counters:

Counter	Description
Job references	Assigned to new jobs, including the jobs created within a project.
Project references	Assigned to new projects. By default the Use job numbering toggle is on and projects are numbered by the job counter, sharing one sequence. Turn it off to number projects separately — a separate project counter must use a different format (prefix, delimiter, or suffix) from the job counter.
Quote references	Assigned to new quotes. Only visible if the Quotes feature is enabled on your subscription.
Sale references	Assigned to new sale records.
Request references	Assigned to new incoming requests.

Turnaround times

Default turnaround times set the expected completion window applied to new jobs and quotes. Each can be enabled or disabled independently. When disabled, no default turnaround is applied.

Turnaround times set here can be overridden when creating a job, and more specific defaults can be set per report type in the Lists settings.

Default quote turnaroundInput

The default number of business days allowed to complete a quote.

Enter the number of business days. The Enabled toggle to the right must be on for this value to be applied to new quotes. When disabled, no default turnaround is set on quotes.

Default job turnaroundInput

The default number of business days allowed to complete a job.

Enter the number of business days. The Enabled toggle to the right must be on for this value to be applied to new jobs. When disabled, no default turnaround is set on jobs.

Invoices

Payment periodInput

The default number of days, weeks, or months from invoice date that payment is due.

Enter a number and select the unit (days, weeks, or months). The system uses this period to calculate the due date on new invoices.

Automatically generate invoice attachmentsToggle

Generates and attaches invoice documents to the job when an invoice is created.

When enabled, the system automatically generates the invoice document and attaches it to the job at the time the invoice is created. When disabled, invoice attachments must be generated manually after creation.

Sales evidence criteria

These defaults are applied when searching for comparable sales to support a valuation. They can be overridden at the time of the search.

Search intervalInput

How far back to search for comparable sales.

Enter a number and select the unit (months or years). The system uses this period as the default date range when searching for sales evidence.

Search radiusInput

The default geographical radius when searching for comparable sales.

Use the slider to set the default search radius in kilometres (0–50 km). The system uses this radius when performing a proximity based search for sales evidence.

VOW account details

SubscriptionRead only

Displays your current VOW subscription tier.

All available subscription tiers are shown as chips. Your active tier is highlighted. To upgrade or change your plan, use the Manage subscription button below.

Country configurationRead only

Shows which country your VOW instance is configured for.

Displays the country selected when your account was created. This setting affects address formats, map regions, timezones, and currency formatting throughout the system. To change it, contact VOW support.

Manage subscriptionAction

Opens the billing portal to manage your plan and payment details.

Click Manage subscription to open the VOW billing portal in a new tab. From there you can upgrade or downgrade your plan, update payment details, and view invoices. This button is only visible to Administrator users.

Financial details

The Financial details panel holds your practice's bank account records. These accounts appear on invoices, and are available to select wherever the system asks for a bank account.

Click New account to add an account. Each account in the list shows its label, bank, account name, BSB, and account number. Click the edit button on an account to modify or delete it.

Each bank account has the following fields:

Field	Description
Account label	A short name used to identify this account when selecting it in the system (e.g. "Operating account").
Bank name	The name of the bank.
Account name	The name on the account.
BSB	The Bank State Branch number.
Account number	The account number.
Primary account	When checked, this account is used as the default wherever the system needs to select one automatically.

cast_for_education

Only one account can be set as the primary. If you mark a new account as primary, the previous primary account will be updated automatically.

Emails

System emails

Controls whether VOW sends automatic notification emails when work is assigned to valuers. These use the system's own email delivery. No mail server configuration is required.

Setting	Description
A job is assigned to them	When enabled, valuers and supervising valuers receive an email notification the first time they are assigned to a job.
A quote is assigned to them	When enabled, the quoting valuer receives an email notification when they are assigned to a quote.

Email integration

Email integration lets users send emails directly from job pages, either free typed or using preconfigured templates, with all outgoing correspondence tracked in the event log. A subscription that includes email integration is required.

cast_for_education

Configuring this section requires your mail server credentials. It may be worth involving your IT support team to ensure the settings are entered correctly.

Enable email integrationToggle

Unlocks email sending from VOW jobs using your own mail server.

When enabled, users can send emails from job pages and email events are tracked in the event log. Disabling this hides all email fields and prevents email sending from within VOW.

The following settings are only visible when email integration is enabled.

Sensitivity labels

Sensitivity labels allow outgoing emails to be marked with a confidentiality classification, supporting information protection policies. Requires the Enterprise subscription tier.

Enable sensitivity labelsToggle

Allows emails sent from the system to be marked with a sensitivity classification.

When enabled, users can apply a sensitivity label (such as Confidential) to emails sent from VOW. When this toggle is turned on, a Manage labels button appears alongside it. Use that button to define the labels available for selection.

Company contacts

Company contacts are always available as recipients when composing emails in VOW, regardless of which job is open. Click + Add contact to create one. Each contact record holds a name, email address, and phone number. Use the edit and delete buttons in the contacts list to manage existing entries.

Mail server configuration

Field	Description
Mail server username	The identifier used to authenticate with your mail server.
Password	The password for the mail server username. Displayed masked by default. Click the eye icon to reveal.
Email from address	The address emails will appear to be sent from. Disabled when Same as username is turned on.
Same as username	When enabled, the from address is kept in sync with the mail server username automatically.

SMTP server settings

VOW uses these settings to send outgoing emails on your behalf.

Field	Description
Outgoing SMTP mail server	The hostname or IP address of your outgoing mail server.
Outgoing SMTP port	The port your SMTP server listens on.

IMAP server settings

VOW uses these settings to copy sent emails into the Sent folder of your mail account.

Field	Description
Incoming IMAP mail server	The hostname or IP address of your IMAP mail server.
Incoming IMAP port	The port your IMAP server listens on.

Test emailAction

Sends a test message using your current mail server configuration.

Click Test email to open a dialog where you can send a test message to a recipient of your choice. A successful delivery confirms your SMTP settings are correct. If the email also appears in the Sent folder of the company mail account, your IMAP settings are correct too. This button is only visible to users who have permission to send emails.

Company email signature

Company email signatureAction

A shared signature available to all users when composing emails in VOW.

Click + Add to open the signature editor and create a company wide signature. The editor supports rich text formatting and images. Once a signature is saved the button label changes to Edit. Users can select this signature from the signature picker when composing an email.

Security

Session

Inactivity timeoutInput

How long the system waits before logging out an inactive user.

Select the period of inactivity after which users are automatically logged out. This setting takes effect when the user's next new session begins. Users already logged in are not affected until they log in again.

Integrations

Google Maps API keyInput

Enables Google Street View images for sales that have no photos attached.

Enter your own Google Maps API key to display Street View imagery for sales records that have no photos. The key is displayed masked by default. Click the eye icon to reveal it. See the Google Maps Platform documentation for details on obtaining an API key.

States for address lookupInput

Restricts address lookup suggestions to selected Australian states.

Select one or more states to limit address suggestions to those states when performing an address lookup. If no states are selected, suggestions from all Australian states are shown. This field is only visible for Australian instances of VOW.

Requests API key

The Requests API key allows external systems to submit job requests into VOW programmatically. See the Requests API documentation for details on using the API.

Requests API keyAction

Generate and manage the API key used by external systems to submit job requests.

When no key exists, a + Generate API key button is shown. Click it to create a key.

Once a key exists, the first and last four characters are displayed with the middle portion masked. Two buttons appear alongside it:

• Copy: Copies the full key to the clipboard.
• Roll: Generates a new key and invalidates the current one immediately. A confirmation dialog is shown before the new key is issued.

Accounting Integration

VOW can connect to your Xero account to sync invoices automatically. This card is only visible when accounting integration is enabled on your subscription.

A status chip at the top of the card shows the current connection state:

Status	Meaning
Connected	VOW is linked to your accounting organisation. The organisation name and connection date are shown alongside the status.
Not connected	No accounting connection has been established.
Error	A connection exists but is in a failed state. The error message is displayed below the status chip.

Connect to XeroAction

Initiates the OAuth connection to your Xero organisation.

Shown when the status is Not connected. Click Connect to Xero to begin the authorisation flow. You will be redirected to Xero to approve the connection, then returned to VOW.

Reconnect to XeroAction

Re-initiates the connection after an error.

Shown when the status is Error. Click Reconnect to Xero to restart the authorisation flow and re-establish the connection.

DisconnectAction

Removes the connection to your accounting organisation.

Shown when the status is Connected. Click Disconnect to remove the accounting connection. A confirmation dialog is shown before anything is removed. Previously synced invoices retain their sync status, but no further syncing will occur.

Attachments

Automatically search for plan files in your databaseToggle

Searches the database for matching plan files when a job is opened.

When enabled, the system automatically looks for plan files in the database that match the property and attaches them to the job. When disabled, plan files must be attached manually.

Optimised image dimensionsInput

The target dimensions used when creating report ready versions of uploaded images.

When an image is uploaded, the system creates a smaller, standardised copy at these dimensions for use in reports. Enter the target Width and Height in pixels. Both values must be greater than 100px.

The calculated aspect ratio is displayed alongside the fields. A warning icon appears if the ratio is not a standard aspect ratio (e.g. 4:3, 16:9).

Word add-in

The VOW Tools add-in for Microsoft Word allows you to insert template placeholders into Word documents. When a document containing placeholders is attached to a job in VOW, clicking the Populate button fills those placeholders automatically from the job data. Requires a subscription that includes the Word add-in feature.

Enable Word add-in features in VOWToggle

Activates Word add-in functionality across the platform.

When enabled, Word add-in features become available to all users, and the download buttons below appear. When disabled, or if your subscription does not include this feature, the toggle is replaced with a locked indicator.

The following downloads are only visible when the Word add-in is enabled. They are also available to individual users from their My settings page.

Get Add-inAction

Downloads the VOW Tools installer for Microsoft Word.

Click Get Add-in to download the add-in installer. Run the installer to set up VOW Tools in Microsoft Word.

List dataAction

Downloads the current system list data for use by the Word add-in.

Click List data to download a data file containing your current system lists. This file is used by the Word add-in to populate list-based placeholders in your templates.

Time keeping

The time keeping module allows users to track the time they spend on jobs. Reports can be run to gain insight into how and where time is being spent across the practice. Requires a subscription that includes time keeping.

Enable Time keeping features in VOWToggle

Activates time keeping functionality across the platform.

When enabled, time keeping features become available to all users. When disabled, or if your subscription does not include this feature, the toggle is replaced with a locked indicator.