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Localization settings
Plutio has three layers of localization that work together. Workspace localization sets the defaults for everything public and every teammate who hasn't customised their own. Personal localization overrides those defaults for one person's view. Individual documents (invoices, proposals, contracts, forms, schedulers, receipts) can override both, so one client in Tokyo can receive a Japanese invoice while the rest of your workspace stays in English.
All three are managed from Settings > Localisation, except document-level overrides which live inside each document's editor.
How localization is resolved
When Plutio decides how to format a date, time, or amount, it checks these sources in order and uses the first match:
- Document override. If the invoice, proposal, contract, form, scheduler, or receipt has Inherit workspace localisation turned off, its own language, date format, time format, and currency format win.
- Personal localization. For any team member or client with a Plutio account, their personal preferences apply to the app UI and to internal views.
- Workspace localization. For public links, shared documents, emails to non-users, and anyone who hasn't set personal preferences, the workspace defaults apply.
- System defaults. If nothing is set, Plutio falls back to English,
Europe/Londontimezone, Monday week start,d/M/yyyydates,h:mm atime, absolute timestamps, and the$100,000.00currency format.
The currency code (USD, EUR, ZAR, etc.) is a separate setting and only lives at the workspace level and on individual documents. There is no personal currency preference.
Workspace localization
Workspace localization sets the defaults for your entire workspace. These preferences are used on anything shared publicly (invoices, proposals, contracts, forms, schedulers), in emails sent to people without accounts, and for any team member who hasn't customised their own preferences.
To change workspace localization:
- Open Settings > Localisation.
- Under Workspace localisation, configure the fields below. Changes save automatically.
The workspace section includes:
- Currency. The default currency code applied to new invoices, proposals, recurring invoices, transactions, receipts, and financial summaries. Over 120 currencies are supported, including USD, EUR, GBP, AUD, CAD, ZAR, INR, and many more.
- Language. The default UI language. Plutio currently ships with 34 languages including English, Arabic, French, German, Spanish, Portuguese (Portugal and Brazil), Simplified and Traditional Chinese, Japanese, Hindi, Italian, Dutch, Polish, Russian, Turkish, and more. Arabic and Hebrew automatically flip the interface to right-to-left.
- Timezone. The default timezone used for dates, calendar events, reminders, and scheduled actions. The full IANA timezone list is available.
- Week start day. Which day the calendar week begins on. Options are Monday through Sunday.
- Date format. Over 50 format patterns are available, covering European, American, Asian, and ISO conventions (for example
d/M/yyyy,MM/dd/yyyy,yyyy-MM-dd,MMM dd, yyyy). - Time format. Three options:
h:mm a(12-hour, single-digit hour),hh:mm a(12-hour, padded), orHH:mm(24-hour). - Timestamp format. Controls how timestamps are written in activity logs, comments, and inline date tooltips. Absolute shows the full date and time, Relative shows phrases like "2 hours ago", and Both shows relative with the absolute date in a tooltip.
- Currency format. Controls how amounts are punctuated and where the symbol sits. Options include
$100,000.00,100.000,00 $,USD 100,000.00,1,00,000.00(Indian lakh), and around 20 other international variants.
Who can edit: By default, only Owners and Co-owners can change workspace localisation. If you've given a custom role access to workspace settings, members on that role can change it too.
Personal localization
Personal localization overrides the workspace defaults for your own account only. Teammates and clients won't see your personal preferences, they'll continue using either the workspace defaults or their own personal settings.
To change your personal localization:
- Open Settings > Localisation.
- Under Personal localisation, adjust any of these fields: Language, Timezone, Week start day, Date format, Time format, Timestamp format, and Currency format.
- Changes save automatically and apply only to your account.
Personal localization does not include a currency code. Currency is always either the workspace default or the per-document value.
The Personal localisation section is available to every role, including clients. Clients use it to control how dates and times appear inside the client portal. Team members and owners also see the section alongside the workspace block on the same page.
Per-document overrides
Invoices, proposals, contracts, forms, schedulers, and receipts each carry their own locale snapshot, so you can send a document in a different language or format without changing workspace defaults.
On any of these documents, open the right-hand editor panel and find the Inherit workspace localisation toggle. By default it's on, meaning the document uses workspace settings. Turn it off to override:
- Language - the document renders in this language for the recipient regardless of their own preference.
- Date format - how dates on this specific document are written.
- Time format - 12 or 24-hour clock on this document only.
- Currency format - thousand and decimal separators for this document.
The currency code itself (USD, EUR, ZAR, etc.) is a separate field on each invoice, proposal, and recurring invoice. It's set from the workspace default at creation time and can be changed on the document before it's sent. Week start day and timestamp format are workspace or personal only; they don't appear on the per-document override form.
Once a document is created, its locale snapshot is fixed. Changing workspace localization afterwards does not retroactively rewrite already-created invoices, proposals, or contracts.
What your client sees
When a client opens a link to an invoice, proposal, or contract:
- If the document has its own locale override, that wins and the client sees exactly what you chose.
- If the client has a Plutio account and personal localization, their personal settings apply to the menus and controls around the document.
- Otherwise the workspace defaults apply.
Amounts always use the currency recorded on the document. A USD invoice shown to a client in Germany still says USD; only the number formatting (dot vs comma separators) can shift, and only if you've set a per-document currency format.
Calendar events and scheduler booking pages convert times to the viewer's local timezone automatically. The person booking sees their own timezone in the picker while your availability is stored in yours.
Changing your language
To switch your own interface language, select a new language from the Language dropdown under Personal localisation. The whole app updates on save, including menus, buttons, notifications, and emails Plutio sends to you.
To change the workspace default (what new teammates see until they set their own, and what clients without accounts see on emails), update the Language field under Workspace localisation.
Arabic and Hebrew switch the layout to right-to-left. All other languages render left-to-right.
Changing a workspace language does not overwrite personal language choices that teammates have already made.
Custom translations
Custom translations let you override any string in the app for a specific language. This is useful for renaming features to match your vocabulary (for example, "Tasks" becomes "Tickets"), translating a string that Plutio hasn't covered yet, or rewording something to fit your industry.
To add custom translations:
- Open Settings > Localisation.
- Under Custom translations, click the language you want to customise. Each language takes you to its own editor.
- Type at least two characters in the search bar to find text by its label, the original English wording, or the current translation.
- Browse the results. They're grouped by area of the app (tasks, projects, invoices, proposals, contracts, forms, contacts, calendar, scheduler, inbox, notifications, settings, and so on).
- For each entry, the editor shows the original text, the current default, and a field where you type your replacement.
- If the original text contains variables like
%{name}or%{count}, they appear as clickable chips under Required variables. Include them in your replacement or dynamic values will be missing. - Click Save. Your overrides apply to every member of the workspace who uses that language.
To undo customisations for a language, open that language's editor and click Reset to default. That clears every override for that language in one step.
What can't be customised: Built-in billing and subscription text is locked. Plan names, pricing, and upgrade screens don't appear in the editor.
Scope: Custom translations are workspace-wide for the chosen language. If three members have their personal language set to French and you override a French string, all three see the override. Members on other languages are unaffected.
Edge cases and FAQ
If I change the workspace currency, do existing invoices update?
No. Each invoice stores its own currency at the moment it's created. Changing the workspace currency only affects documents created after the change. To switch an existing invoice, open it and change its currency field directly.
Will my personal timezone affect what my clients see on the scheduler?
No. Scheduler booking pages convert times to the viewer's timezone automatically. Your availability windows are stored against your timezone, but the booking interface shows each visitor times in their own local zone.
What happens if a teammate hasn't set personal localization?
They use the workspace defaults for everything. As soon as they change a field under Personal localisation, that field becomes personal and no longer follows the workspace.
Can clients change their own localization?
Yes. Clients with a portal account can open Settings > Localisation and adjust their own language, timezone, and formats. They cannot edit workspace localization, change the currency, or edit custom translations.
Does the week start day change calendar views?
Yes. It controls which day appears as the first column in calendar and timeline views, both in the web app and in date pickers. Each person's personal preference applies to their own views.
How do relative timestamps work?
With Relative selected, recent activity shows "2 minutes ago", "Yesterday", "Last week", and similar. Older timestamps switch to absolute dates automatically. With Both, the relative label is shown with the full timestamp in a hover tooltip.
Does changing currency format on an invoice change the currency code?
No. Format controls only punctuation and symbol position. The currency code (USD, EUR, etc.) is a separate field on the invoice itself.
Why is my custom translation not appearing?
Check three things: your personal language matches the language you edited, the override contains any required variables, and the text isn't part of the locked billing and subscription content.
Do custom translations apply to client-facing emails?
Yes. If a client's language is English and you override an English string, any email that uses that string will reflect your override. Emails sent to clients without accounts use the workspace language, so overrides for the workspace language apply there too.
Can I have different languages for different invoices?
Yes. Turn off Inherit workspace localisation on the invoice and pick a language for that document. The invoice PDF, email, and payment page all render in the chosen language.
What timezone is used for scheduled actions like recurring invoices?
The timezone recorded on the document at creation time. For recurring invoices and scheduled actions, that's the workspace timezone by default. You can verify this from the document's localisation panel.
Are there defaults if nothing is configured?
Yes. English, Europe/London, Monday, d/M/yyyy, h:mm a, Absolute timestamps, and the $100,000.00 currency format. A new workspace uses these until an owner changes them.
