Skip to main contentKey terms used throughout FlexPortal.
Core Concepts
Asset
A specific physical unit with a serial number. Each asset represents one physical device, piece of furniture, or item in your inventory.
Product
The model or catalog item that customers subscribe to. A product defines the specifications, pricing, and subscription terms.
Subscription
The service relationship between your business and the customer. A subscription has a status, contract terms, and lifecycle events.
Contract
The legal terms and duration of the subscription. Contract length is specified in months (6, 12, 24, 36).
Business Structure
Business Unit
An isolated setup with its own currency, tax rules, payment account, product catalog, API keys, and reporting. Used for separating countries, brands, or business lines.
Billing Group
A way to consolidate multiple subscriptions under one invoice for business customers. A company with 50 laptop subscriptions can receive one combined invoice instead of 50 separate ones.
Organization
The top-level account that owns one or more Business Units. Billing and user management happen at the organization level.
Pricing Terms
List Price
The full retail price of a product if purchased outright, not as a subscription.
Acquisition Cost
The cost you paid to acquire the asset. Used to calculate cost recovery and profitability.
Monthly Payment
The amount the customer pays per month for the subscription.
Buyout Price
The amount a customer pays to purchase the asset and end the subscription.
Percentage of subscription income processed through FlexPortal. Excludes taxes, refunds, and chargebacks. Separate from payment processing fees.
Financial Terms
Income
Money collected from subscriptions. Monthly income, recurring income, subscription income.
Cost Recovery
The percentage of an asset’s acquisition cost recovered through subscription payments. Ranges from 0% (newly deployed) to 100% (breakeven) and beyond (profitable).
Customer Types
Customer
Any person or business using your subscription service.
Subscriber
Someone with an active subscription.
Business Customer
A company or organization that subscribes to products, often with consolidated billing through Billing Groups.
Subscription Lifecycle
Subscription Status
- Active — Subscription is running
- Cancelled — Terminated by admin
- Bought Out — Customer purchased the asset
- Early Return — Asset returned before contract end
- Upgraded — Customer moved to new product
- Completed — Contract ended naturally
Extend
Add months to an existing subscription with the same asset.
Upgrade
End the current subscription and create a new one with a different product. Customer returns old asset, receives new one.
Replace
Swap to a different asset of the same product model. Used when a device is damaged or defective. Same subscription continues.
Buyout
Customer purchases the asset outright, ending the subscription.
Early Return
Customer returns the asset before the contract ends. May involve a fee.
Asset Management
Asset Status
- Available — Ready to be assigned to a subscription
- Rented Out — Currently assigned to an active subscription
- Returned — Returned by customer, pending inspection
- Sold — Purchased by customer via buyout
- In Repair — Being repaired
- Retired — Permanently removed from circulation
- Lost — Asset lost or stolen
Return Condition
Condition of an asset when returned:
- Excellent — Like new
- Good — Minor wear, fully functional
- Fair — Noticeable wear, fully functional
- Poor — Heavy wear
- Damaged — Requires repair
Payment Terms
Payment Status
- Pending — Awaiting payment
- Paid — Completed
- Failed — Unsuccessful
- Cancelled — Voided
Net Terms
Payment due within a specified number of days. Net 7, Net 14, Net 30.
Fee
Charges for specific actions: early return fee, late fee, damage fee.
API Key
Authentication token for accessing the FlexPortal API. Generated in Settings.
Webhook
Real-time event notification sent to your system when events occur (subscription activated, payment received, asset returned).
Region
FlexPortal operates in multiple regions with separate API endpoints: EU, US, Qatar. 
