Settings - FlexPortal

Settings in FlexPortal are organized into two levels: Organization settings (apply to your entire account) and Business Unit settings (apply to a specific Business Unit).

Switch between Business Units using the dropdown in the top navigation. Settings changes only affect the currently selected Business Unit.

Organization Settings

Organization settings affect your entire FlexPortal account. Only organization owners can access these settings.

Organization

Manage your organization profile.

Setting	Description
Organization Name	Your company name, used for billing and legal purposes
Subscription Tier	Current plan (Starter, Growth, Enterprise) with upgrade option
Business Units	View all Business Units with their status and limits

Plan & Billing

View and manage your FlexPortal subscription.

Setting	Description
Current Plan	Your pricing tier and platform fee percentage
Billing Cycle	Monthly or annual billing
Business Units Limit	Maximum Business Units allowed on your plan
Invoices	Download past invoices

Platform Fees by Tier:

Starter: 5% of subscription income
Growth: 3% of subscription income
Enterprise: 1.5% or custom negotiated rate

Security

Configure organization-wide security settings.

Setting	Description
Require MFA	Enforce two-factor authentication for all team members
Session Timeout	Enable automatic logout after inactivity

Session Timeout Options (when enabled):

Setting	Options
Session Duration	15 min, 30 min, 1 hour, 4 hours, 8 hours, 24 hours, 7 days, 30 days
Warning Before Timeout	1 min, 5 min, 10 min, 15 min
Force Logout	Revoke refresh tokens when session expires
Track Activity	Reset timeout on user interaction

Business Unit Settings

General

Basic Business Unit configuration.

Setting	Description
Display Name	Name shown in dashboard (e.g., “Store US”, “Store EU”)
ID Prefix	1-5 character prefix for order, subscription, asset, and customer IDs

Read-Only Fields:

Business Unit ID (for API calls)
Currency (set during creation)
Data Region
Country
Status

Currency cannot be changed after Business Unit creation. Create separate Business Units for different currencies.

Localization

Currency, language, and regional settings.

Setting	Description
Timezone	Business Unit timezone (80+ IANA timezones supported)
Date Format	DD/MM/YYYY, MM/DD/YYYY, YYYY-MM-DD, DD-MM-YYYY, or DD.MM.YYYY

Taxes

Configure tax calculation and display.

Setting	Description
Enable VAT	Toggle tax collection
VAT Number	Your tax registration number
Default VAT Rate	Percentage applied to payments (0-100%)
VAT Calculation	Exclusive (added to price) or Inclusive (included in price)

Platform Features

Enable or disable platform capabilities. Some settings sections only appear when their feature is enabled.

Features

Toggle optional platform features.

Feature	Description
Payments	Payment capture method (Manual or Stripe)
Checkout	Enable hosted checkout page (coming soon)
Files	Enable file management
Automatic Contract Generation	Generate PDF contracts for subscriptions
Timeline	Enable activity timeline and notes
E-Commerce Integration	Connect to Shopify or WooCommerce (coming soon)

Enabling a feature reveals its configuration section in the settings sidebar.

Payments

Configure payment handling and billing cycles. Billing & Invoicing:

Setting	Description
Billing Cycle	Subscription start date, Fixed day of month, or Every 30 days
Day of Month	1-28 (when using fixed day)
First Payment	Full month, Pro-rated, Free until cycle, or Collected externally
Payment Terms	Due immediately, Net 7, Net 14, or Net 30

Failed Payment Handling:

Setting	Description
Automatic Retry	Retry failed card payments (when Stripe connected)
Max Attempts	1-5 retry attempts
Late Fees	Enable late fee charges
Fee Type	Flat amount or Percentage of payment
Grace Period	Days before late fee applies

Checkout

Configure the customer checkout experience. Only visible when Checkout feature is enabled. Payment Methods:

Setting	Description
Invoice/Bank Transfer	Always available
Card Payment	Requires connected payment provider

Checkout Mode:

Mode	Description
B2C	Consumer checkout
B2B	Business checkout with company fields
Hybrid	Customer chooses their type

B2B Settings (when B2B or Hybrid):

Setting	Description
Require Company Name	Company name is mandatory
Require VAT Number	Tax ID is mandatory
Require Purchase Order	PO number is mandatory
Allow Invoice Payment	Enable invoice payment method

Branding:

Setting	Description
Primary Color	Brand color for buttons and accents
Background Color	Page background color
Border Radius	None, Small, Medium, Large, or Full

Content:

Setting	Description
Page Title	Checkout page heading
Button Text	Submit button label
Success Message	Confirmation message after checkout
Terms URL	Link to your terms and conditions

Fields:

Setting	Description
Collect Billing Address	Request billing address
Collect Shipping Address	Request shipping address
Collect Phone Number	Request phone number

Quantity:

Setting	Description
Allow Quantity Selection	Let customers choose quantity
Maximum Quantity	1-100 per order

Redirects:

Setting	Description
Success URL	Redirect after successful checkout
Cancel URL	Redirect if customer cancels

Timeline

Configure activity timeline display. Only visible when Timeline feature is enabled.

Setting	Description
Enable Notes	Allow adding notes to timeline

E-Commerce

Configure e-commerce platform integration. Only visible when E-Commerce feature is enabled.

Setting	Description
Platform	Shopify (coming soon), WooCommerce (coming soon)

Configuration

Detailed configuration for subscriptions, pricing, and workflows.

Subscriptions

Configure subscription behavior across extensions, upgrades, buyouts, early returns, and contract end.

Extensions Tab

Setting	Description
Available Extensions	Extension options to offer (e.g., 6, 12, 24 months)
Max Extensions per Subscription	Limit on how many times a subscription can be extended
Minimum Days Before End	How close to contract end extensions become available
Require Approval	Extensions need manager approval
Create Order for Extensions	Auto-generate tracking order for extensions

Upgrades Tab

Setting	Description
Enable Upgrades	Allow customers to upgrade to different products

Buyouts Tab

Setting	Description
Enable Buyout	Allow customers to purchase assets
Calculation Method	How buyout price is calculated
Allow Manual Override	Staff can enter custom buyout price
Allow RRP Estimation	Estimate retail price from monthly payment

Buyout Calculation Methods:

Method	Description
Flat Fee	Fixed buyout amount
Remaining Months Only	Sum of remaining payments
RRP Percentage Only	Percentage of retail price
Remaining Months + RRP %	Remaining payments plus percentage of RRP

Early Return Tab

Setting	Description
Enable Early Return	Allow returns before contract end
Fee Calculation	Remaining months, Flat fee, or No fee
Allow Manual Override	Staff can enter custom fee
Grace Period	Days for fee-free return after subscription start

Contract End Tab

Setting	Description
When Contract Ends	Behavior when contract reaches end date

Contract End Options:

Option	Description
Auto-renew Monthly	Continue month-to-month
Auto-renew Same Term	Renew for same contract length
Require Action	Customer must choose an option
Auto-terminate	Subscription ends automatically

Fee Calculation

Setting	Description
Partial Months Rounding	Round up or down for partial month fees
Charge for Current Month	Include current month in fee calculations

Pricing

Configure pricing economics and contract terms. Subscription Economics:

Setting	Description
Value Recovery Percent	Percentage of asset value to recover (10-100%)
Profit Margin	Markup on top of recovery (0-100%)

Contract Lengths: Configure available contract options:

Add/remove contract lengths (1-120 months)
Set adjustment percentage for each length (-50% to +100%)
Mark one as default

Price Rounding:

Setting	Description
Enable Rounding	Round calculated prices
Rounding Mode	Nearest, Always Up, or Always Down
Round To	Whole Number, Nearest 5, Nearest 10, or Nearest 100

Warnings:

Setting	Description
Low Price Warnings	Alert when monthly price is unusually low

Pricing Presets

Pre-configured pricing templates for different industries. Built-In Presets:

Electronics (80% recovery, 20% margin)
Gaming (75% recovery, 24% margin)
Furniture (60% recovery, 28% margin)
Baby & Kids (50% recovery, 32% margin)
Medical (85% recovery, 28% margin)
Mobility (70% recovery, 25% margin)
Appliances (65% recovery, 26% margin)

Each preset includes:

Value recovery and margin percentages
Default contract lengths and adjustments
Rounding configuration
Margin guidance text

Custom Presets: Create your own pricing presets to quickly apply configurations across products.

Catalog

Configure product categories and conditions. Categories:

Setting	Description
Category ID	Unique identifier
Name	Display name
Description	Optional description
Sort Order	Display order in lists

Conditions: Enable condition-based pricing for refurbished or used products.

Setting	Description
Enable Conditions	Allow condition variants
Condition Code	Unique identifier (e.g., “new”, “like_new”)
Display Name	Shown to customers
RRP Factor	Price multiplier (0.1-1.0)

Default Conditions:

New (1.0x)
Like New (0.9x)
Good (0.8x)
Fair (0.7x)

Order Forms

Configure order creation fields.

Setting	Description
Quantity Editable	Allow quantity changes
Default Quantity	Pre-filled quantity value
Minimum Quantity	Lowest allowed quantity
Maximum Quantity	Highest allowed quantity

Custom Fields

Define custom data fields for customers, orders, and subscriptions. For Each Custom Field:

Setting	Description
Field ID	Unique identifier (no spaces)
Label	Display name
Type	Text, Email, Phone, Number, Text Area, or Select
Required	Field must be filled
Section	Customer, Order, or Subscription

Phone Format Options:

Format	Description
International	+XX format
US/Canada	+1 format
UK	+44 format
Germany, France, Spain, Italy, Netherlands	Country-specific
Nordics	Nordic countries
Australia, China, Japan, South Korea	APAC formats
Brazil, Mexico	Latin America
UAE, Saudi Arabia, Qatar	Middle East
Custom	Your own regex pattern

Text Validation Options:

Setting	Description
Min Length	Minimum characters
Max Length	Maximum characters
Exact Length	Exact character count
Pattern	Regex validation pattern

Addresses

Configure address form fields. Company Field:

Setting	Description
Show Company For	Individual customers, Business customers, or Both

Address Fields: Configure visibility, required status, and custom labels for:

Company Name
Building/Apt
Street Address (always required)
Area/District
City (always required)
State/Province
Postal Code
Country (always required)

Contracts

Configure contract PDF generation. Only visible when Contract Generation is enabled. Contract Templates:

Setting	Description
Template Upload	Upload PDF template
Auto-Generate	Create contracts automatically

Field Mapping: Map FlexPortal data to contract template fields. Three separate mappings for:

Order Contracts — Generated when subscription is created
Extension Contracts — Generated when subscription is extended
Upgrade Contracts — Generated when customer upgrades

Each mapping connects template placeholders to:

Customer fields (name, email, address, custom fields)
Order fields (order number, date, items)
Subscription fields (ID, dates, pricing, asset info)
Product fields (name, variant, specifications)

Asset Workflow

Configure asset lifecycle handling.

Setting	Description
Require Inspection	Require inspection step for returned assets
Inspection States	Custom workflow states for returned assets

For phone products, FlexPortal validates IMEI numbers (15 digits with Luhn check). Other product categories accept any serial number format.

System

Technical and integration settings.

API Keys

Manage API access for your Business Unit.

Setting	Description
Tenant ID	Your Business Unit ID (required in API headers)
Create API Key	Generate new key with a name
Active Keys	View all keys with usage stats
Revoke Key	Disable an API key

Key Information:

Key name
Key ID
Created date
Last used date
Usage count

API keys provide full access to your Business Unit data. Never share keys publicly or commit them to version control.

Activity

View system activity and audit logs.

Setting	Description
Activity Log	All actions taken in the Business Unit
Filter by User	View actions by specific team member
Filter by Type	Filter by action type (create, update, delete)

Industry Presets

When creating a new Business Unit, choose from industry presets that configure default settings:

Industry	ID Prefix	Default Contract	Buyout Method
Electronics	ELE	24 months	Remaining + 50% RRP
Furniture	FUR	12 months	$500 flat
Mobility	MOB	12 months	Remaining + 40% RRP
Baby & Kids	BAB	6 months	Remaining months
Appliances	APP	12 months	Remaining + 45% RRP
Medical	MED	6 months	$500 flat (no fee return)

Each preset configures:

ID prefix
Available contract lengths
Extension options
Buyout calculation
Early return policy
Pricing economics

Creating a Test Business Unit

Before going live, create a test Business Unit to configure settings without affecting production data.

Create Business Unit

Go to Settings → Organization, click New Business Unit, name it “Test” or “Staging”

Configure Settings

Set up products, pricing, and all settings in your test environment

Create Production Business Unit

When ready, create your production Business Unit

Copy Settings

Use the Copy Settings option to copy configuration from your test Business Unit

Keep your test Business Unit active for ongoing testing. Use it to verify new products, pricing changes, or workflow updates before applying to production.

Quick Reference

Settings by Role

Role	Access Level
Owner	All organization and Business Unit settings
Admin	All Business Unit settings
Member	View-only access to settings

Group	Sections
Organization	Organization, Plan & Billing, Security
Business Unit	General, Localization, Taxes
Platform	Features, Payments, Checkout, Timeline, E-Commerce
Configuration	Subscriptions, Pricing, Pricing Presets, Catalog, Order Forms, Custom Fields, Addresses, Contracts, Asset Workflow
System	API Keys, Activity

Common Tasks

Task	Location
Change Business Unit name	General
Set timezone	Localization
Configure VAT	Taxes
Enable contract generation	Features → Files
Set billing cycle	Payments
Configure buyout pricing	Subscriptions → Buyout
Add contract lengths	Pricing
Create product categories	Catalog
Add custom customer fields	Custom Fields
Generate API key	API Keys

​Organization Settings

​Organization

​Plan & Billing

​Security

​Business Unit Settings

​General

​Localization

​Taxes

​Platform Features

​Features

​Payments

​Checkout

​Timeline

​E-Commerce

​Configuration

​Subscriptions

​Extensions Tab

​Upgrades Tab

​Buyouts Tab

​Early Return Tab

​Contract End Tab

​Fee Calculation

​Pricing

​Pricing Presets

​Catalog

​Order Forms

​Custom Fields

​Addresses

​Contracts

​Asset Workflow

​System

​API Keys

​Activity

​Industry Presets

​Creating a Test Business Unit

​Quick Reference

​Settings by Role

​Settings Navigation

​Common Tasks

Organization Settings

Organization

Plan & Billing

Security

Business Unit Settings

General

Localization

Taxes

Platform Features

Features

Payments

Checkout

Timeline

E-Commerce

Configuration

Subscriptions

Extensions Tab

Upgrades Tab

Buyouts Tab

Early Return Tab

Contract End Tab

Fee Calculation

Pricing

Pricing Presets

Catalog

Order Forms

Custom Fields

Addresses

Contracts

Asset Workflow

System

API Keys

Activity

Industry Presets

Creating a Test Business Unit

Quick Reference

Settings by Role

Settings Navigation

Common Tasks