Settings

Settings live in three areas, reached from the sidebar footer (the bottom bar on phones), each answering a different question:

• Personal Settings — how the app works for me. Every member has it.
• Company Settings — how the business runs and how customers see it. Owners and admins.
• Account & Billing — the paying relationship with OrderDen. Owners and admins see the team; the plan and the money are the owner's alone.

A plain member sees Personal Settings only — the other two areas are not greyed out, they are simply not there. An admin who opens an owner-only page is told so on the page itself rather than sent elsewhere.

Personal Settings

Yours alone; nothing here is shared with the workspace or recorded in the activity trail.

Workspaces. Every workspace you belong to, which one you are in, and a form to start another for a second business you run. When you belong to more than one, a picker appears at the foot of the sidebar; switching moves this sign-in to the other workspace and nothing else — your clients, catalog and documents stay where they are, and nothing crosses between workspaces. A new session opens in the workspace you were last in. A second workspace is a second bill: it starts on the Free plan with its own seat and its own fifty-invoice allowance, and upgrading it is its own subscription.

Appearance. How the app looks on this device, saved for this browser and applied the moment you click — there is nothing to save. Pick a background (System follows the device, or choose whiteish, greyish or blackish), then up to two colours. The accent colour drives primary buttons, links, focus rings and the active nav indicator; the second accent drives selected rows, status chips, secondary buttons, chart series and progress bars, and is derived from the first if you leave it blank. Each is picked from twenty swatches, from the colour picker, or typed as a hex code, with a Reset that puts the standard colour back. Whatever you choose, text on a coloured button is darkened or lightened automatically so it stays readable. Nothing here is shared with the workspace or recorded in the activity trail.

Your profile. Your name (shown on invitations you send and against everything you do in the activity trail), the email you sign in with, and your password — changing it signs you out everywhere else. An address that was verified when the account was created (a Google sign-in) can only be changed by support, and accounts that sign in with Google have no password to change.

Notifications. What reaches you, and how: a column for the bell in the header, one for email, and one for push — the kind that buzzes a phone with the app closed — per kind of event: a quote accepted or declined, a payment received, an invoice going overdue, a shipment delivered, the low stock digest and the daily summary. Everything is on in the app by default, the noisier kinds are off by email, and push is off for everything until you ask for it.

Push also has to be switched on once per device — Enable on this device at the bottom of the page — because a browser's notification permission belongs to that browser and not to your account. On an iPhone it works only once OrderDen is on your home screen; see OrderDen on your phone. Your choices are yours alone, and turning something off here affects nobody else. See Reminders, follow-ups and status emails.

Company Settings

Owners and admins can edit everything here; every change is recorded in the activity trail with what moved.

Profile

Your company as it appears on documents.

Company profile. The company name is the heading on every quote, order and invoice. Underneath it the document header prints whatever else you fill in: the legal name (when it differs), the address, your phone, email and website, and your tax ID with its label (EIN, VAT number, ABN…). Leave any of them blank and the line simply doesn't print. The contact email is also where replies land when OrderDen sends your documents for you (see Email delivery below).

Currency & formatting. The base currency is what new quotes, orders, invoices and purchases are priced in; existing documents keep the currency they were created with. The locale (e.g. en-US, en-GB, de-DE) sets how amounts and dates print — $1,234.50 or 1.234,50 € — and the timezone is the zone document dates are shown in, picked from a list grouped by region. Signup asks for your country and currency and fills in sensible defaults for the rest.

Logo. Upload a PNG or JPEG (GIF, WebP and SVG also work; up to 5 MB) and it prints top-left on every printed document, in the PDF attached to emails, in the email itself and on shared portal pages, scaled to fit a 160 × 60 box. Choosing a file uploads it — there is no second button to press, the same as attachments and imports — and Remove logo takes it off everything at once. PNG or JPEG is recommended: the PDF can only embed those two, so other formats show on screen and in email but not in the PDF.

Workspace

What this business makes, the words the app uses about it, and the starter kit it begins from. Nothing here is asked at signup — a new workspace starts empty and you fill it in when it suits you.

Industry. What this business makes. It decides which starter kit is offered and nothing else — changing it installs nothing on its own, so correcting a dropdown never drops thirty materials into your catalog.

Wording. The words the app uses about your business: Maker (materials, batches), Builder (projects, labour, deposits) or General (items, production). It changes the sidebar, page headings and empty states. It never changes a printed or emailed document — your customer's invoice says the same thing whoever sent it — and it never changes a field name in the API, so an integration is not industry-specific.

Starter kit. Install one, or install a different one later. Anything already in your workspace is left alone, and your own terms and email wording are never written over.

Sample data. What the kit installed, counted by kind, and one button to take it back out. Two things stop a record being removed and both are listed before you press anything: you have edited it, or something real now points at it (a sample item on a genuine invoice, a spend category with actual expenses filed under it). If anything is in the way, nothing is removed — a half-removed workspace is worse than either state. Your document wording, payment terms and these settings are not records and always stay.

Categories

The catalog tree, two levels deep, ordered by hand — drag a row or use the arrows, because the order a workshop thinks in is rarely the order the alphabet gives.

Each category says what it holds (things you sell, things you use up, or both), and can hand its items a tax group and a unit to start from. Merge folds one category into another and moves its items across; deleting one that still holds items is refused and points at merge. Full behaviour in Items & pricing.

Tags

The workspace's one tag list, shared by clients, items, orders, vendors and projects — with colours, usage counts, and the rename and merge that rewrite every record carrying a tag at once. See Search & lists.

Custom fields

The fields you have added to clients, items, orders, quotes and invoices — the label people read, the key the API and the CSV column use, the type, whether it is required, and whether it shows as a list column or prints in the document header. Full behaviour in Custom fields.

Documents

The look of every printed and emailed document: pick one of fifteen designs from the thumbnail grid, override its major and minor accent colours, and set the footer line and the payment instructions shown on shared invoices, with a live preview alongside that updates as you go. Covered in full in Documents & sharing.

Underneath, Signatures and terms: whether new quotes ask the client to sign, the default terms and conditions a new quote starts with, the invoice terms (blank prints the quote terms) and the purchase order terms (blank prints nothing — a supplier is not a customer), and the exact consent wording a signer ticks to agree to. All of them are copied onto each document as it is written, so changing them here never rewrites something already sent or signed. See Signatures on quotes.

Numbering

The automatic number format for quotes, orders, invoices, purchases and payment receipts and production runs — a template over date parts plus a counter, leave a box blank for the default. The grammar and the defaults are in Documents & sharing.

Sales defaults

What a new document starts on.

• Order lead time: set it in days (21 for a three-week lead time) and every new order's promised date starts that far out, rolled to the next business day if it lands on a weekend. Leave it blank to start the promised date empty.

• Minimum gross margin (a percentage). Confirming an order whose known margin falls below it shows a warning and notes the margin in the order's history, without blocking the order; leave it blank for no minimum. See Orders for how margin is measured.

• What an accepted quote becomes: an order first (for a workspace that builds and ships things), an invoice with no order in between (for one that sells time), or ask me each time — the default, which puts both buttons on the quote. Only the buttons change; both doors stay open through the API. See Quotes.

• Default tax: the tax group a new document line starts on when neither the line nor its catalog item names one — see Tax.

• Prices include tax: the price you type already contains its tax, backed out per line rather than added on top, so the total is exactly the prices as typed. It applies to documents raised from then on and never reprices what you have already sent — see Prices that include tax.

• Block negative stock. Off by default: shipping or making more than you have goes through with a warning in the trail, because the maker who poured before recording the delivery should be able to record what they actually did. Turn it on and any movement that would take a tracked item below zero is refused instead.

• Late fees, off by default. A percentage of the balance or a flat amount, a grace period before anything is charged, and a cap on the total the fees can ever add up to. A fee is added at most once every thirty days per invoice, and never to a client marked exempt on their own page. Check your terms say you will charge one before you turn it on — see Late fees.

Payment terms

The list every client, quote, order and invoice can point at. You start with Due on receipt, Net 15/30/60/90 and two a builder actually works in — "50% deposit, balance on delivery" and "30% deposit, balance Net 15".

A term says what is wanted up front (a percentage or a fixed amount, and how soon) and when the balance falls due: a number of days after the invoice, on receipt, on delivery, or on completion. The last two are events rather than dates, so an invoice raised under them starts without a due date and gets one when the thing happens — which is what stops the reminders chasing a balance nobody has agreed a day for. What it says in your own words is printed on the document.

Renaming or removing a term never rewrites paperwork already written. Full detail in Deposits, instalments and final invoices.

Email delivery

Nothing to set up: from the moment your workspace exists, the Email buttons on quotes, orders and invoices, and invitation emails, are delivered by OrderDen. Messages arrive as "Your Company via OrderDen" with Reply-To set to your organization's contact email (or, if you haven't set one, the address of the person sending), so replies come straight back to you. The page shows which sender is active right now.

Send from your own server (optional). If you'd rather documents come from your own address, connect your SMTP server — host, port, TLS, username/password, From address and name, optional Reply-To — and then send a test email. A successful test verifies the settings and switches delivery to your server; until then OrderDen keeps sending for you, and saving new settings puts them back to "not verified" until the next test. The password is stored encrypted and never shown again; leaving it blank on save keeps the stored one. Remove SMTP settings returns you to OrderDen delivery.

On a self-hosted OrderDen whose operator hasn't configured the platform mailer, connecting and verifying your own server is what turns email on.

Two more settings on this page apply to every templated email your workspace sends: a signature (what {{org.signature}} becomes in a template) and a blind copy address, which takes a silent copy of every document email so you keep your own record without the client seeing it.

Email templates

What every email OrderDen sends on your behalf actually says — the quote and invoice covering notes, each payment-reminder step, the quote follow-up, payment receipts, the four order status emails (confirmed, shipped, ready for collection, delivered) and the plain share-link note.

Each starts on a sensible default; change a word and it becomes yours, and Reset to the built-in wording puts the default back. Variables like {{client.firstName}} and {{document.balance}} are filled in when the email goes out, and one the document does not have renders as nothing rather than leaving braces in a client's inbox. Send test posts you a specimen filled in with a sample client and invoice — never a real one.

Full detail in Reminders, follow-ups and status emails.

Reminders

The chasing schedule: when payment reminders go out relative to an invoice's due date, when an unanswered quote is followed up, the hour of day both use (local to your workspace), whether weekends are skipped, and a master switch that pauses everything at once. The customer-facing order status emails — confirmed, shipped (which also covers "ready for collection") and delivered — are switched on and off here too, and the daily summary's hour is set alongside them.

The page previews each reminder as a sample client would receive it. Full detail in Reminders, follow-ups and status emails.

Taxes

The tax your workspace charges. Add named rates (a name, a percentage to three decimals, and a place in the list) and combine them into groups where a sale is taxed by more than one authority at once. A rate can be marked compound, so it charges on the line total plus the tax the rates before it in a group already added.

Deactivating a rate takes it out of the pickers without touching the documents that use it; deleting one leaves those documents exactly as they were saved. The default a new line starts on is under Sales defaults. Full details in Tax.

Expenses

Where receipts come in and what reads them. Every workspace has a receipts-in email address of its own: forward a receipt to it and it drafts an expense. Only people on the workspace can send to it, and the address is replaceable if it ever gets out. The page also names the reader this deployment uses — self-hosted and private, or hosted and better at a bad photograph. See Expenses.

Spend categories

The one list your expenses and purchases both file under, so "what did packaging cost me this year?" is a single number. Each category can carry a tax line — where its spend reports at year end, in the tax form's own words — and a counts as cost of goods flag for material bought and used without a purchase order behind it. Merge folds one category into another, moving every record across without losing any. See Expenses.

Rates

What an hour costs you, what an hour is charged at, and what you add to a material when you sell it on. The page shows the arithmetic rather than hiding it: wage, plus payroll tax, plus insurance, plus overhead, and the burdened figure updating as you type. Projects cost their labour at that burdened rate; Labour and Material lines on a quote or an invoice are priced from the two settings under it. A person can carry their own wage (owners and admins only — a member never sees anybody's wage, their own included).

Variables

The numbers every product shares — what an hour of your time is worth (labour_rate_per_hour), what overhead you carry (overhead_percent), what packaging costs a unit (packaging_per_unit) — plus any of your own. Use them by name in any cost calculator; recipes take their labour rate and overhead from them. Change one and everything made with it is re-costed.

Units

What your workspace counts things in. The standard set (g, kg, oz, lb, ml, l, fl oz, mm, in, ft, yd, m, min, hr, each) is there already; add your own — a bar, a skein, a sheet — saying what it measures and how many base units one holds, and recipes can convert between the unit you buy in and the unit you use. See Units.

Carriers

The shipping carriers offered when recording a shipment on an order. Every workspace starts with UPS, USPS, FedEx and DHL, tracking links included; add, rename, reorder, deactivate or delete carriers to match who you actually ship with. Each carrier can carry a tracking URL template — a link containing a {tracking} token that is replaced with the tracking number — which turns tracking numbers into clickable links on the order page, prints, emailed documents and the shared portal view. Pasting a tracking number on the ship form also picks the carrier for you, matched against this list by the number's shape — see Orders & shipping. A carrier without a template shows its tracking numbers as plain text. Deactivated carriers stop appearing in the ship form but keep linking their old shipments; deleting a carrier leaves recorded shipments untouched (they keep the carrier's name as text).

The packing slip

Under Documents, beside the design: what goes in the box.

The thank-you note is yours to write, in Markdown, with four variables filled in per order — {{client.firstName}}, {{order.number}}, {{org.name}} and {{org.website}}. Under it: your handle and a review link, both printed small at the bottom of every slip.

Three switches decide the rest. Print the gift message puts it in a frame at the top, before anything else. Print prices is off by default — and an order marked as a gift never shows them whatever this says. Printed on chooses US Letter, A4, or the 4×6 label stock your postage already prints on (too narrow for prices, so it carries a QR code back to the order instead).

Care instructions live on the item rather than here, because they are the item's: Items → (an item) → Shipping and the box. Full details in Orders.

Shipping

Where you connect a carrier account and describe the boxes you post in.

Postage is bought through EasyPost with your own key, charged to your own account. Paste the test key (EZTK…) first, buy a label that costs nothing, look at it, then swap in the live key (EZAK…). The key is stored encrypted and never shown again — submitting the form with the box blank keeps the key you already have. Alongside it: which of your own addresses parcels go out from, and whether the cheapest or the quickest service is pre-selected when rates come back.

Your boxes are the three or four things everything actually goes out in, each with its dimensions and its empty weight — the box on the scale with nothing in it, which is added to the contents so a quote is a real quote rather than one the carrier corrects on next month's invoice. Three are there from the start; one is always the default, and the default is what the ship screen starts on. Full details in the shipping guide.

Pricing rules

The margin you are aiming at, and how a suggested price is worked out from a cost: a multiplier, an optional flat amount, and how to round. These are what every item's Pricing panel measures itself against. Full guide: Pricing guidance.

Payments

Connect your own Stripe account so clients can pay an invoice from its share link by card or US bank account, and choose which of those methods to offer and whether part payments are allowed. Money settles into your Stripe account and OrderDen adds nothing to Stripe's fee. Full guide: Getting paid online.

Accounting

Where each kind of money lands in your own chart of accounts, so a period's books can be handed over as the files QuickBooks or Xero import. A mapping per package, with that package's usual account names or codes suggested and acceptable in one click. Nothing is guessed: an accounting export refuses while anything it needs is unmapped.

API keys

Mint a named key (od_live_… — shown once, store it safely), see when each key was last used, and revoke keys at any time. Up to 10 active keys per workspace. Keys sit here rather than under Account & Billing on purpose: an admin building an integration should not need to be the person holding the card.

The API is included in both plans, Free included, and there is no monthly request quota — call it as much as you like. The one limit is a per-minute rate per key, shown at the top of the page, which is there to catch a runaway script. The API itself is documented in the API reference.

Your data

The Full download: one button, one zip, everything the workspace holds, plus a link to the import wizard. Nothing here is locked in — see Your data for what is in the archive and how often you can take one.

Account & Billing

Plan & usage (owner only)

Your workspace plan, the invoices you have raised (against the free 50, if you are on Free), the seats in use and what they cost, your attachment total and your API calls over the last 30 days. The owner buys and changes plans here, self-serve through Stripe: Move to OrderDen, or Switch to yearly for two months free. Nothing is ever deleted by a plan change. Details in Plans & billing.

Payment method & invoices (owner only)

The subscription: each line item and its price, the total, whether you're billed monthly or yearly, the status and when it renews (or ends, if it's cancelling) — and Manage billing, which opens the Stripe portal for the card, invoices, receipts and cancellation.

Members & invitations (owners and admins)

Invite people by email with the role and the permission flags they should land with, change somebody's access later, resend or cancel invitations, and remove members. Five roles — owner, admin, member, accountant and viewer — and eight flags on top for the two roles that take them. The full picture is in Roles, permissions, two-factor and sessions.

Invitation emails go out through whichever sender is active under Email delivery, so they work on a brand-new workspace. The page shows how many seats are in use — every role uses one, and OrderDen has no limit. On Free there is one seat, so a second invitation waits until the owner moves to OrderDen (see Plans & billing).

Security (owners and admins)

Company Settings → Security is one switch: require a second factor of everybody in the workspace. Before you flip it, the page lists who has not set one up — they are sent to enrolment on their next page load and can reach nothing else until they finish. You need your own second factor first.

Your own factors and the devices you are signed in on live in Personal Settings → Security.