> ## Documentation Index
> Fetch the complete documentation index at: https://docs.softbooq.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Settings

> Tenant configuration, integrations, security and billing

Settings is the configuration layer for your entire Softbooq workspace. Everything from your company profile and fiscal year to email providers, payment integrations, user roles, and subscription billing is managed here.

## 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

<Steps>
  <Step title="Open Settings → Company Profile" />

  <Step title="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.
  </Step>

  <Step title="Upload your logo">
    Upload a PNG or SVG (recommended). Your logo appears on all outgoing documents and in the client portal header.
  </Step>

  <Step title="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.
  </Step>

  <Step title="Save" />
</Steps>

<Note>
  Finance reports, depreciation runs, and some HR payroll calculations depend on the fiscal year being set correctly. Complete this before activating Finance or Assets.
</Note>

### Connect your email provider

<Steps>
  <Step title="Open Settings → Email → Connect Provider" />

  <Step title="Choose your provider">
    Select from: Microsoft 365, Google Workspace, SMTP, SendGrid, Mailgun, or Postmark.
  </Step>

  <Step title="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.
  </Step>

  <Step title="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](mailto:invoices@yourdomain.com)).
  </Step>

  <Step title="Send a test email">
    Click **Send Test** to verify the connection is working before going live. If the test email does not arrive, recheck the credentials or OAuth consent.
  </Step>
</Steps>

### Invite a team member

<Steps>
  <Step title="Open Settings → Users & Roles → Invite User" />

  <Step title="Enter their email address" />

  <Step title="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](/quickstart) for a full role breakdown.
  </Step>

  <Step title="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.
  </Step>

  <Step title="Send the invite">
    They receive an email with a secure link to set their password and access the workspace. The invite expires after 48 hours — use **Resend Invite** if needed.
  </Step>
</Steps>

### Change a user's role or deactivate them

<Steps>
  <Step title="Open Settings → Users & Roles" />

  <Step title="Find the user and click their row" />

  <Step title="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.
  </Step>

  <Step title="Deactivate">
    Click **Deactivate**. Their login is revoked immediately. All their data is retained. You can reactivate at any time.
  </Step>
</Steps>

### Enable multi-factor authentication

<Steps>
  <Step title="Open Settings → Security" />

  <Step title="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.
  </Step>

  <Step title="Set the grace period">
    Choose how many days users have to set up MFA before it becomes mandatory (recommended: 7 days).
  </Step>

  <Step title="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.
  </Step>

  <Step title="Save">
    Existing sessions are not disrupted immediately, users are prompted at next login.
  </Step>
</Steps>

### 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                       |

Changes to security policy apply to new sessions immediately. Existing sessions are subject to the new policy on their next refresh.

### Configure payment providers

<Steps>
  <Step title="Open Settings → Payments" />

  <Step title="Choose a provider">
    Currently supported: Wise and Revolut for outbound payment runs and bank reconciliation. See [Outbound Payments](/integrations/payments) for full setup steps.
  </Step>

  <Step title="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.
  </Step>

  <Step title="Test the connection">
    Click **Test Connection** to verify the credentials are valid.
  </Step>

  <Step title="Select the default account">
    If your provider account has multiple currency accounts, select the default for outbound payment runs.
  </Step>
</Steps>

### 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](/integrations/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](/integrations/shopify) — full two-way product/order/inventory sync via OAuth
* [WooCommerce](/integrations/woocommerce) — pull-based sync via merchant API keys
* [Xero](/integrations/xero) — push invoices and contacts to Xero
* [HubSpot](/integrations/hubspot) — bidirectional CRM contact sync
* [Email providers](/integrations/email) — Microsoft 365, Google Workspace, SendGrid, Mailgun, Postmark, generic SMTP

All integrations live under Settings → Integrations.

### Manage Sales Channels

<a id="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.

<Steps>
  <Step title="Open Settings → Sales Channels" />

  <Step title="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.
  </Step>

  <Step title="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.
  </Step>

  <Step title="View per-channel performance">
    Reports → Channel Performance gives revenue, orders, AOV per channel, with side-by-side comparison.
  </Step>
</Steps>

### Manage AI credits and caps

<Steps>
  <Step title="Open Settings → AI" />

  <Step title="View wallet balance">
    The current credit balance is shown at the top, with recent transactions below.
  </Step>

  <Step title="Buy credit packs">
    Click **Buy Credits** and pick Starter (50), Standard (250) or Power (1,000). Charged to the card on file via Stripe.
  </Step>

  <Step title="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](/billing/ai-credits) page for the full economics.
  </Step>
</Steps>

### View the Audit Log

<Steps>
  <Step title="Open Settings → Audit Log" />

  <Step title="Filter">
    Filter by user, by entity type (e.g. only finance.invoice events), date range, or source IP.
  </Step>

  <Step title="Drill into an entry">
    Each row shows: who, what, when, before/after values, source IP. Entries cannot be edited or deleted.
  </Step>

  <Step title="Export for compliance">
    Click **Export CSV** to download a filtered set for an external auditor.
  </Step>
</Steps>

Retention follows your plan: 1 year on Standard, 3 years on Plus, 7 years on Pro. The audit log also surfaces operator impersonation events from Softbooq support, with operator email, reason and duration, see [Operator Console](/platform/console).

### Manage your subscription

<Steps>
  <Step title="Open Settings → Subscription & Billing" />

  <Step title="View your current plan">
    See your active plan, the features included, current usage metrics (users, storage, modules), and the next billing date.
  </Step>

  <Step title="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.
  </Step>

  <Step title="Downgrade">
    Click **Change Plan → Downgrade**. The downgrade applies at the start of the next billing cycle, you retain current plan features until then.
  </Step>

  <Step title="Update billing details">
    Go to the Billing tab to update your payment card or billing address. Changes apply to the next billing cycle.
  </Step>
</Steps>

Mid-cycle plan changes and per-user changes are prorated automatically by Stripe. Adding a user mid-cycle charges a prorated per-user amount; removing a user issues a prorated credit on the next invoice. See [Subscription](/billing/subscription) for the full proration model and plan tiers.

### Set up IP allowlisting

<Steps>
  <Step title="Open Settings → Security → IP Allowlist" />

  <Step title="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.
  </Step>

  <Step title="Add your current IP first">
    Always add your own IP before enabling allowlisting — locking yourself out requires a support ticket to resolve.
  </Step>

  <Step title="Enable">
    Toggle **Enable IP Allowlist** and save. New login attempts from unlisted IPs are blocked immediately.
  </Step>
</Steps>

***

## Troubleshooting

<AccordionGroup>
  <Accordion title="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.
  </Accordion>

  <Accordion title="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.
  </Accordion>

  <Accordion title="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.
  </Accordion>

  <Accordion title="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.
  </Accordion>

  <Accordion title="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.
  </Accordion>

  <Accordion title="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.
  </Accordion>
</AccordionGroup>

***

## FAQ

<AccordionGroup>
  <Accordion title="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).
  </Accordion>

  <Accordion title="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.
  </Accordion>

  <Accordion title="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.
  </Accordion>

  <Accordion title="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.
  </Accordion>

  <Accordion title="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.
  </Accordion>
</AccordionGroup>

***

## See also

<CardGroup cols={3}>
  <Card title="ERP Overview" icon="layer-group" href="/erp/overview">
    Understand how all modules connect before configuring integrations.
  </Card>

  <Card title="Softbooq AI" icon="sparkles" href="/erp/ai">
    Enable and manage the AI assistant for your workspace.
  </Card>

  <Card title="Public & Portals" icon="globe" href="/portals/landing-page">
    Configure your storefront, client portal, and public landing page.
  </Card>
</CardGroup>