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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.

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Organization Settings

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

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Organization

Manage your organization profile.
SettingDescription
Organization NameYour company name, used for billing and legal purposes
Subscription TierCurrent plan (Starter, Growth, Enterprise) with upgrade option
Business UnitsView all Business Units with their status and limits

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Plan & Billing

View and manage your FlexPortal subscription.
SettingDescription
Current PlanYour pricing tier and platform fee percentage
Billing CycleMonthly or annual billing
Business Units LimitMaximum Business Units allowed on your plan
InvoicesDownload past invoices
Platform Fees by Tier:
  • Starter: 5% of subscription income
  • Growth: 3% of subscription income
  • Enterprise: 1.5% or custom negotiated rate

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Security

Configure organization-wide security settings.
SettingDescription
Require MFAEnforce two-factor authentication for all team members
Session TimeoutEnable automatic logout after inactivity
Session Timeout Options (when enabled):
SettingOptions
Session Duration15 min, 30 min, 1 hour, 4 hours, 8 hours, 24 hours, 7 days, 30 days
Warning Before Timeout1 min, 5 min, 10 min, 15 min
Force LogoutRevoke refresh tokens when session expires
Track ActivityReset timeout on user interaction

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Business Unit Settings

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General

Basic Business Unit configuration.
SettingDescription
Display NameName shown in dashboard (e.g., “Store US”, “Store EU”)
ID Prefix1-5 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.

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Localization

Currency, language, and regional settings.
SettingDescription
TimezoneBusiness Unit timezone (80+ IANA timezones supported)
Date FormatDD/MM/YYYY, MM/DD/YYYY, YYYY-MM-DD, DD-MM-YYYY, or DD.MM.YYYY

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Taxes

Configure tax calculation and display.
SettingDescription
Enable VATToggle tax collection
VAT NumberYour tax registration number
Default VAT RatePercentage applied to payments (0-100%)
VAT CalculationExclusive (added to price) or Inclusive (included in price)

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Platform Features

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

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Features

Toggle optional platform features.
FeatureDescription
PaymentsPayment capture method (Manual or Stripe)
CheckoutEnable hosted checkout page (coming soon)
FilesEnable file management
Automatic Contract GenerationGenerate PDF contracts for subscriptions
TimelineEnable activity timeline and notes
E-Commerce IntegrationConnect to Shopify or WooCommerce (coming soon)
Enabling a feature reveals its configuration section in the settings sidebar.

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Payments

Configure payment handling and billing cycles. Billing & Invoicing:
SettingDescription
Billing CycleSubscription start date, Fixed day of month, or Every 30 days
Day of Month1-28 (when using fixed day)
First PaymentFull month, Pro-rated, Free until cycle, or Collected externally
Payment TermsDue immediately, Net 7, Net 14, or Net 30
Failed Payment Handling:
SettingDescription
Automatic RetryRetry failed card payments (when Stripe connected)
Max Attempts1-5 retry attempts
Late FeesEnable late fee charges
Fee TypeFlat amount or Percentage of payment
Grace PeriodDays before late fee applies

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Checkout

Configure the customer checkout experience. Only visible when Checkout feature is enabled. Payment Methods:
SettingDescription
Invoice/Bank TransferAlways available
Card PaymentRequires connected payment provider
Checkout Mode:
ModeDescription
B2CConsumer checkout
B2BBusiness checkout with company fields
HybridCustomer chooses their type
B2B Settings (when B2B or Hybrid):
SettingDescription
Require Company NameCompany name is mandatory
Require VAT NumberTax ID is mandatory
Require Purchase OrderPO number is mandatory
Allow Invoice PaymentEnable invoice payment method
Branding:
SettingDescription
Primary ColorBrand color for buttons and accents
Background ColorPage background color
Border RadiusNone, Small, Medium, Large, or Full
Content:
SettingDescription
Page TitleCheckout page heading
Button TextSubmit button label
Success MessageConfirmation message after checkout
Terms URLLink to your terms and conditions
Fields:
SettingDescription
Collect Billing AddressRequest billing address
Collect Shipping AddressRequest shipping address
Collect Phone NumberRequest phone number
Quantity:
SettingDescription
Allow Quantity SelectionLet customers choose quantity
Maximum Quantity1-100 per order
Redirects:
SettingDescription
Success URLRedirect after successful checkout
Cancel URLRedirect if customer cancels

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Timeline

Configure activity timeline display. Only visible when Timeline feature is enabled.
SettingDescription
Enable NotesAllow adding notes to timeline

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E-Commerce

Configure e-commerce platform integration. Only visible when E-Commerce feature is enabled.
SettingDescription
PlatformShopify (coming soon), WooCommerce (coming soon)

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Configuration

Detailed configuration for subscriptions, pricing, and workflows.

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Subscriptions

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

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Extensions Tab

SettingDescription
Available ExtensionsExtension options to offer (e.g., 6, 12, 24 months)
Max Extensions per SubscriptionLimit on how many times a subscription can be extended
Minimum Days Before EndHow close to contract end extensions become available
Require ApprovalExtensions need manager approval
Create Order for ExtensionsAuto-generate tracking order for extensions

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Upgrades Tab

SettingDescription
Enable UpgradesAllow customers to upgrade to different products

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Buyouts Tab

SettingDescription
Enable BuyoutAllow customers to purchase assets
Calculation MethodHow buyout price is calculated
Allow Manual OverrideStaff can enter custom buyout price
Allow RRP EstimationEstimate retail price from monthly payment
Buyout Calculation Methods:
MethodDescription
Flat FeeFixed buyout amount
Remaining Months OnlySum of remaining payments
RRP Percentage OnlyPercentage of retail price
Remaining Months + RRP %Remaining payments plus percentage of RRP

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Early Return Tab

SettingDescription
Enable Early ReturnAllow returns before contract end
Fee CalculationRemaining months, Flat fee, or No fee
Allow Manual OverrideStaff can enter custom fee
Grace PeriodDays for fee-free return after subscription start

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Contract End Tab

SettingDescription
When Contract EndsBehavior when contract reaches end date
Contract End Options:
OptionDescription
Auto-renew MonthlyContinue month-to-month
Auto-renew Same TermRenew for same contract length
Require ActionCustomer must choose an option
Auto-terminateSubscription ends automatically

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Fee Calculation

SettingDescription
Partial Months RoundingRound up or down for partial month fees
Charge for Current MonthInclude current month in fee calculations

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Pricing

Configure pricing economics and contract terms. Subscription Economics:
SettingDescription
Value Recovery PercentPercentage of asset value to recover (10-100%)
Profit MarginMarkup 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:
SettingDescription
Enable RoundingRound calculated prices
Rounding ModeNearest, Always Up, or Always Down
Round ToWhole Number, Nearest 5, Nearest 10, or Nearest 100
Warnings:
SettingDescription
Low Price WarningsAlert when monthly price is unusually low

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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.

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Catalog

Configure product categories and conditions. Categories:
SettingDescription
Category IDUnique identifier
NameDisplay name
DescriptionOptional description
Sort OrderDisplay order in lists
Conditions: Enable condition-based pricing for refurbished or used products.
SettingDescription
Enable ConditionsAllow condition variants
Condition CodeUnique identifier (e.g., “new”, “like_new”)
Display NameShown to customers
RRP FactorPrice multiplier (0.1-1.0)
Default Conditions:
  • New (1.0x)
  • Like New (0.9x)
  • Good (0.8x)
  • Fair (0.7x)

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Order Forms

Configure order creation fields.
SettingDescription
Quantity EditableAllow quantity changes
Default QuantityPre-filled quantity value
Minimum QuantityLowest allowed quantity
Maximum QuantityHighest allowed quantity

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Custom Fields

Define custom data fields for customers, orders, and subscriptions. For Each Custom Field:
SettingDescription
Field IDUnique identifier (no spaces)
LabelDisplay name
TypeText, Email, Phone, Number, Text Area, or Select
RequiredField must be filled
SectionCustomer, Order, or Subscription
Phone Format Options:
FormatDescription
International+XX format
US/Canada+1 format
UK+44 format
Germany, France, Spain, Italy, NetherlandsCountry-specific
NordicsNordic countries
Australia, China, Japan, South KoreaAPAC formats
Brazil, MexicoLatin America
UAE, Saudi Arabia, QatarMiddle East
CustomYour own regex pattern
Text Validation Options:
SettingDescription
Min LengthMinimum characters
Max LengthMaximum characters
Exact LengthExact character count
PatternRegex validation pattern

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Addresses

Configure address form fields. Company Field:
SettingDescription
Show Company ForIndividual 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)

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Contracts

Configure contract PDF generation. Only visible when Contract Generation is enabled. Contract Templates:
SettingDescription
Template UploadUpload PDF template
Auto-GenerateCreate 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)

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Asset Workflow

Configure asset lifecycle handling.
SettingDescription
Require InspectionRequire inspection step for returned assets
Inspection StatesCustom 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.

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System

Technical and integration settings.

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API Keys

Manage API access for your Business Unit.
SettingDescription
Tenant IDYour Business Unit ID (required in API headers)
Create API KeyGenerate new key with a name
Active KeysView all keys with usage stats
Revoke KeyDisable 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.

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Activity

View system activity and audit logs.
SettingDescription
Activity LogAll actions taken in the Business Unit
Filter by UserView actions by specific team member
Filter by TypeFilter by action type (create, update, delete)

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Industry Presets

When creating a new Business Unit, choose from industry presets that configure default settings:
IndustryID PrefixDefault ContractBuyout Method
ElectronicsELE24 monthsRemaining + 50% RRP
FurnitureFUR12 months$500 flat
MobilityMOB12 monthsRemaining + 40% RRP
Baby & KidsBAB6 monthsRemaining months
AppliancesAPP12 monthsRemaining + 45% RRP
MedicalMED6 months$500 flat (no fee return)
Each preset configures:
  • ID prefix
  • Available contract lengths
  • Extension options
  • Buyout calculation
  • Early return policy
  • Pricing economics

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Creating a Test Business Unit

Before going live, create a test Business Unit to configure settings without affecting production data.
1

Create Business Unit

Go to Settings → Organization, click New Business Unit, name it “Test” or “Staging”
2

Configure Settings

Set up products, pricing, and all settings in your test environment
3

Create Production Business Unit

When ready, create your production Business Unit
4

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.

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Quick Reference

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Settings by Role

RoleAccess Level
OwnerAll organization and Business Unit settings
AdminAll Business Unit settings
MemberView-only access to settings

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Settings Navigation

GroupSections
OrganizationOrganization, Plan & Billing, Security
Business UnitGeneral, Localization, Taxes
PlatformFeatures, Payments, Checkout, Timeline, E-Commerce
ConfigurationSubscriptions, Pricing, Pricing Presets, Catalog, Order Forms, Custom Fields, Addresses, Contracts, Asset Workflow
SystemAPI Keys, Activity

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Common Tasks

TaskLocation
Change Business Unit nameGeneral
Set timezoneLocalization
Configure VATTaxes
Enable contract generationFeatures → Files
Set billing cyclePayments
Configure buyout pricingSubscriptions → Buyout
Add contract lengthsPricing
Create product categoriesCatalog
Add custom customer fieldsCustom Fields
Generate API keyAPI Keys