What Settings owns
- Tenant configuration — company profile, branding, currency, timezone, fiscal year
- Integrations — connected third-party services (Shopify, WooCommerce, Xero, HubSpot, Bank Feeds, email, payments)
- Users & Roles — user accounts, role assignments, and permissions
- Security — MFA enforcement, session timeout, IP allowlists, password complexity
- Audit Log — append-only record of every state-changing action in the workspace
- Sales Channels — channel definitions for cross-channel inventory and reporting
- AI — AI assistant toggle, credit wallet, per-user caps
- Billing — your Softbooq subscription plan, AI credit packs, and Stripe-managed invoicing
Common tasks
Complete your company profile
Fill in your company details
Enter company name, registered address, VAT or tax number, default currency, and timezone. These appear on all invoices, quotes, and emails sent from Softbooq.
Upload your logo
Upload a PNG or SVG (recommended). Your logo appears on all outgoing documents and in the client portal header.
Set your fiscal year
Choose the month your accounting year starts (e.g. January for a calendar year, April for a UK tax year). This is required before you can run financial reports or post depreciation.
Finance reports, depreciation runs, and some HR payroll calculations depend on the fiscal year being set correctly. Complete this before activating Finance or Assets.
Connect your email provider
Choose your provider
Select from: Microsoft 365, Google Workspace, SMTP, SendGrid, Mailgun, or Postmark.
Authenticate
Microsoft 365 and Google Workspace use OAuth — you will be redirected to the provider’s consent screen. SendGrid, Mailgun, and Postmark use an API key. SMTP requires hostname, port, username, and password.
Set the from name and address
Enter the name and email address that will appear in the From field of all emails sent from Softbooq (e.g. “Softbooq Invoices” and invoices@yourdomain.com).
Invite a team member
Assign a role
Choose: Admin (full access), Manager (manage team, approve requests), Employee (self-service only), Viewer (read-only), or Client (portal access only). See the Quickstart for a full role breakdown.
Link to an employee record (optional)
If this person is an employee in HR, link their user account to the HR employee record. This enables leave requests, payslip access, and expense submissions.
Change a user’s role or deactivate them
Change role
Select the new role from the dropdown and save. The change takes effect on their next page load — active sessions are not immediately affected.
Enable multi-factor authentication
Toggle Require MFA
When enabled, all users in your workspace must set up an authenticator app on their next login. Users who do not set it up within the grace period are locked out.
Set the grace period
Choose how many days users have to set up MFA before it becomes mandatory (recommended: 7 days).
Choose recovery options
Backup codes are issued automatically on enrolment (10 codes per user, single-use). Optionally, allow Admins to reset a user’s MFA via the Users & Roles page.
Tighten the Security Policy
The Security Policy tab consolidates workspace-wide controls beyond MFA:| Control | Default | Purpose |
|---|---|---|
| Session timeout | 8 hours | How long an inactive session stays valid |
| Password minimum length | 12 chars | Enforced on every set-password event |
| Password complexity | upper+lower+digit | Mix required |
| IP allowlist | off | Restrict sign-in to specific CIDR ranges |
| SSO restriction | off | Allow only specific identity providers (e.g. Microsoft 365 only) |
| Bot challenge | on | Cloudflare Turnstile on sign-in and signup |
Configure payment providers
Choose a provider
Currently supported: Wise and Revolut for outbound payment runs and bank reconciliation. See Outbound Payments for full setup steps.
Connect with API credentials
Enter your Wise or Revolut API key. You can find this in your provider’s developer settings. Store the key securely, it is saved in an encrypted vault, not in plain text.
Connect bank feeds
Live transaction feeds via Enable Banking (PSD2 / Open Banking) bring your bank account into Softbooq for automatic reconciliation. See the dedicated Bank Feeds page for the full flow, including the 180-day consent renewal model and the auto-reconciliation engine.Connect e-commerce and accounting integrations
Each integration has its own connect flow. The most common ones:- Shopify — full two-way product/order/inventory sync via OAuth
- WooCommerce — pull-based sync via merchant API keys
- Xero — push invoices and contacts to Xero
- HubSpot — bidirectional CRM contact sync
- Email providers — Microsoft 365, Google Workspace, SendGrid, Mailgun, Postmark, generic SMTP
Manage Sales Channels
Sales Channels are the lens used by Channel Performance reporting and multi-channel inventory. Each connected ecommerce integration registers its own channel automatically (Shopify, WooCommerce). You can add manual channels for in-store, B2B telephone sales, marketplaces, etc.Add a manual channel
Click New Channel. Give it a name (e.g. “In-Store”, “Wholesale B2B”, “Amazon Marketplace”) and an icon. Optionally set a default location and a default tax component.
Tag historical orders (optional)
Bulk-tag past orders to a channel using the bulk-edit action on the Sales Orders list. This makes the Channel Performance report retroactive.
Manage AI credits and caps
Buy credit packs
Click Buy Credits and pick Starter (50), Standard (250) or Power (1,000). Charged to the card on file via Stripe.
Set per-user caps (optional)
Under Caps, set a daily credit cap per user, a per-request cap, or restrict AI access to specific roles. See the AI Credits page for the full economics.
View the Audit Log
Drill into an entry
Each row shows: who, what, when, before/after values, source IP. Entries cannot be edited or deleted.
Manage your subscription
View your current plan
See your active plan, the features included, current usage metrics (users, storage, modules), and the next billing date.
Upgrade
Click Change Plan → Upgrade. Select the new plan. The upgrade takes effect immediately and you are billed a Stripe-prorated amount for the remainder of the billing cycle.
Downgrade
Click Change Plan → Downgrade. The downgrade applies at the start of the next billing cycle, you retain current plan features until then.
Set up IP allowlisting
Add allowed IP addresses or ranges
Enter your office IP address, VPN IP, or CIDR range (e.g. 203.0.113.0/24). Users can only log in from listed IP addresses.
Add your current IP first
Always add your own IP before enabling allowlisting — locking yourself out requires a support ticket to resolve.
Troubleshooting
A user's invite expired before they could accept it
A user's invite expired before they could accept it
Invites expire after 48 hours. Go to Settings → Users & Roles, find the user (they show as Invite Pending), and click Resend Invite. A new 48-hour invite is sent.
The test email is not arriving after connecting an email provider
The test email is not arriving after connecting an email provider
Check the credentials entered — especially OAuth scope for Microsoft/Google (it must include Mail.Send permission). For SMTP, verify the port (587 for TLS, 465 for SSL) and that the server allows relaying from your IP. Also check your spam folder — test emails sometimes land there on first send.
I enabled 2FA enforcement and now a user cannot log in
I enabled 2FA enforcement and now a user cannot log in
If a user cannot complete the 2FA setup (e.g. they lost access to their authenticator), an Admin can temporarily disable 2FA for that user from Settings → Users & Roles → user record → Reset 2FA. The user must set it up again on next login.
I cannot change a user's role — the option is greyed out
I cannot change a user's role — the option is greyed out
You cannot change the role of another Admin if you are the only Admin in the workspace. Softbooq requires at least one Admin at all times. Promote another user to Admin first, then change the original user’s role.
My logo is not appearing on invoices after uploading it
My logo is not appearing on invoices after uploading it
Check the file format and size. PNG and SVG are recommended; JPEG is supported but may lose quality when scaled. Maximum file size is 2 MB. If the file meets these requirements, try clearing your browser cache and reloading the invoice preview.
IP allowlisting is enabled and I've locked myself out
IP allowlisting is enabled and I've locked myself out
If you are locked out due to IP allowlisting, contact Softbooq support. Identity verification is required to make changes to IP security settings outside the platform.
FAQ
Can I have multiple email providers connected at the same time?
Can I have multiple email providers connected at the same time?
No. Only one email provider is active at a time. To switch providers, disconnect the current one and connect the new one. During the switchover, queued emails may be delayed — avoid switching during a busy sending period (e.g. end-of-month invoicing).
What is the difference between Admin and Manager roles?
What is the difference between Admin and Manager roles?
Admins have access to all modules, all settings, and all data in the workspace — including billing and user management. Managers can access most operational modules and approve team requests (leave, expenses, requisitions) but cannot access billing, change roles, or modify security settings.
Can I have different settings for different departments or subsidiaries?
Can I have different settings for different departments or subsidiaries?
Settings apply workspace-wide. If you require different configurations per entity (e.g. different currencies, different fiscal years), you will need separate Softbooq workspaces. Contact support for multi-entity account options.
How is my data backed up?
How is my data backed up?
Softbooq automatically backs up all workspace data daily to geographically redundant storage. Backups are retained for 30 days on Standard plans and 90 days on Plus and Pro plans. Point-in-time restore is available on Pro plans. Contact support to request a restore.
Can I export all my data if I want to leave?
Can I export all my data if I want to leave?
Yes. Go to Settings → Data → Export All Data to download a full export of your workspace data in CSV format. This includes all modules, all records, and all documents. You can do this at any time — you are not locked in.
See also
ERP Overview
Understand how all modules connect before configuring integrations.
Softbooq AI
Enable and manage the AI assistant for your workspace.
Public & Portals
Configure your storefront, client portal, and public landing page.