Core Entities
| Entity | Purpose | Example |
|---|---|---|
| Products | Catalog items with pricing for different contract lengths | MacBook Pro 14”, Urban E-Bike, Ergonomic Office Chair |
| Orders | Customer commitments to subscribe, containing items and billing details | Jane Smith orders a laptop, e-bike, or office chair on a 12-month contract |
| Subscriptions | Active contracts with assigned assets, generating recurring payments | Order activated with serial number C02X1234ABCD |
| Assets | Physical units tracked by serial number throughout their lifecycle | Laptop with serial C02X1234ABCD currently with Jane Smith |
| Customers | Individuals or businesses subscribing to products | Jane Smith, TechCorp BV |
| Payments | Scheduled or completed billing transactions for subscriptions | Monthly payment of $89 due on Jan 15, 2025 |
How Entities Connect
The flow from product catalog to recurring income follows this path:Product Catalog
Products are created with variants and pricing tiers for different contract lengths (6, 12, 24, 36 months). Each tier sets the monthly payment amount.
Order Placement
Customer selects a product variant and contract length. The order captures customer details, billing address, and commitment to subscribe.
Subscription Activation
When an asset (identified by serial number) is assigned to an order item, the subscription becomes active. This creates the payment schedule.
Detailed Relationships
Products → Orders → Subscriptions The flow is the same whether you offer laptops, e-bikes, office furniture, or baby strollers:- When acquired and at what cost
- Current subscription assignment
- Previous subscriptions and customers
- Cost recovery percentage (income collected vs acquisition cost)
- Current condition and location
Business Units
Business Units provide complete operational separation within your organization. Each Business Unit has:| Separation | What It Means |
|---|---|
| Currency | EUR in Netherlands, USD in United States, QAR in Qatar |
| Tax Rules | VAT for EU, Sales Tax for US, different rates per region |
| Payment Accounts | Separate Stripe accounts, separate bank accounts |
| Product Catalog | Different products, different pricing per market |
| API Keys | Isolated access, separate integrations |
| Reporting | Independent dashboards and financial reports |
When to Use Multiple Business Units
Create separate Business Units for:- Different Countries - Each with different currency and tax requirements
- Different Brands - Separate brands under one organization with different product catalogs
- Different Business Lines - Consumer vs business customers with different operational needs
Business Units are completely isolated. Products from one Business Unit cannot be ordered in another. Customers exist within a single Business Unit.
API-First Design
Every operation in FlexPortal is available through the REST API. The dashboard is built on the same API available to you.What You Can Do
- Create and manage products programmatically
- Accept orders from your own checkout or storefront
- Activate subscriptions and assign assets
- Track payments and update payment status
- Handle subscription lifecycle actions (extend, upgrade, buyout, return)
- Receive real-time webhooks for all state changes
Integration Approach
FlexPortal integrates into your existing systems:Data Flow Example
Here’s how a typical subscription flows through the system:Customer Places Order
Customer visits your website and selects a product (MacBook Pro 14”, Urban E-Bike, or Standing Desk) on a 12-month contract. Your checkout sends order details to FlexPortal API.
Order Created
FlexPortal creates Order #1234 with status “Pending”. It contains customer info, selected product variant, and contract terms.
Warehouse Assigns Asset
Your warehouse system calls FlexPortal API to activate the subscription with serial number C02X1234ABCD. Status changes to “Active”.
Subscription Runs
FlexPortal generates 12 monthly payments of $89. Tracks cost recovery as payments are marked paid. Asset tracks which customer has it.
Payment Flow
Payments represent scheduled or completed billing transactions:| Payment Status | Meaning |
|---|---|
| Pending | Scheduled but not yet processed |
| Paid | Successfully collected |
| Failed | Payment attempt unsuccessful |
| Cancelled | Voided before collection |
Automated payment processing through Stripe is coming soon. Currently, you control when to mark payments as paid based on your collection method.
Cost Recovery Tracking
Unlike traditional subscription platforms that only track income, FlexPortal monitors profitability per asset. How It Works:- Asset acquired for $1,000 (acquisition cost)
- Monthly payment: $89
- After Month 1: $89 collected = 8.9% cost recovery
- After Month 6: $534 collected = 53.4% cost recovery
- After Month 12: $1,068 collected = 106.8% cost recovery (profitable)
Key Concepts
Contract vs Subscription
- Contract refers to the legal terms and duration (12-month contract)
- Subscription refers to the active service relationship with the customer
Orders vs Subscriptions
- Order captures the customer’s commitment to subscribe
- Subscription is the activated contract with an assigned asset
Assets vs Products
- Product is the catalog item (iPhone 16 Pro, Urban E-Bike, Ergonomic Office Chair)
- Asset is the specific physical unit (serial number ABC123XYZ)