Settings

Settings are in three areas, at the bottom of the sidebar (on a phone, at the end of the menu strip across the top). Each answers a different question:

• Personal Settings: how the app works for you. Everyone has it.
• Company Settings: how the business runs and how customers see it. Owners and admins.
• Account & Billing: your plan and the team. Owners and admins see the team; the plan and the money are the owner's alone.

A member sees Personal Settings only; the other two areas aren't shown. An admin who opens an owner-only page is told so on the page.

Opening an area swaps the sidebar's menu for that area's own menu, so there is one menu on screen at a time. At the top of it:

• Back to OrderDen returns to the dashboard.
• Personal, Company and Account move between the three areas without going back first. A member, who has Personal Settings only, doesn't see this switch.
• Find a setting narrows to the pages and sections whose name matches what you type. Type remind and it offers Reminders (under Company → Sales & email); pick it, or press Enter for the first match, and the page opens at that section. It only searches the areas you can open.

On a phone the strip across the top does the same: Back to OrderDen first, then the areas, then the area's pages.

Most settings pages have no Save button on each card. Change anything and a bar appears at the bottom with Save and Discard: Save saves every card you changed, and Discard puts them back. Leaving with something unsaved asks first. Some things act on their own: Change email and Change password, each row editor's Save (payment terms, tax rates, carriers, units, variables, spend categories, boxes, categories), the shipping cards' Connect and Save, Send invite, and buttons like Send test email.

Personal Settings

Your own settings. Nothing here changes the workspace for anyone else. It opens on Your profile.

Appearance. How the app looks in this browser, applied as you click. Pick a background (System, Light, Gray or Dark), then up to two colors. The accent color drives buttons, links, focus rings and the active menu item; the second accent drives selected rows, status chips, secondary buttons and charts, and follows the first if you leave it blank. Buttons and progress bars fade from the accent into the second accent. With neither chosen, the app uses OrderDen's own two blues. Pick each from 20 swatches or the color picker, or type a hex code, with Reset to go back to the standard color. Text on a colored button is darkened or lightened so it stays readable.

Your profile. Your name (shown on invitations you send and against what you do in the activity trail), the email you sign in with, and your password. Change email asks your current inbox first, then the new one; an address that was never confirmed can't be changed until it is. Change password signs you out everywhere else. Accounts that only sign in with Google have no password. See Your sign-in address.

Security. Two-factor authentication, passkeys and where you're signed in. Signing a device out and changing your second factor are recorded in the workspace's activity trail. See Two-factor authentication.

Notifications. What reaches you, and how: columns for In app (the bell in the header), Email and Push (which buzzes a phone with the app closed), one row for each kind of event, such as a quote accepted or declined, a payment received, an invoice overdue, an automatic charge failing, a client commenting or uploading a file, a purchase order from the portal, an email that stopped reaching a customer, the Low stock digest and the Daily digest. Most kinds are on in the app by default, the noisier ones are off by email, and push is off until you ask for it. Where a kind is ticked under Email, the message goes out within a minute or two of the event, from OrderDen rather than your connected mailbox, with a Turn them off link at the bottom. The Low stock digest also puts a line in the bell each morning. Both digests are off by email until you turn them on, and neither is sent on a day with nothing to say. Each digest email has a Turn them off link at the bottom, which opens a page where Unsubscribe turns that email off. If your mail provider reports one of our emails as spam, both digests are turned off by email in every workspace you belong to, and a note in the bell says so. OrderDen also stops sending other email to an address that bounces or reports spam, except a password reset you ask for.

Push has to be switched on once per device, with Enable on this device, because a browser's notification permission belongs to that browser. On an iPhone it works only once OrderDen is on your home screen; see OrderDen on your phone. See also Reminders, follow-ups and status emails.

Workspaces. Every workspace you belong to, which one you're in, and a form to start another for a second business. When you belong to more than one, a picker appears at the bottom of the sidebar; switching moves this sign-in to the other workspace, and nothing crosses between them. A second workspace is a second bill: it starts on Free with its own seat and its own 50 invoices.

Company Settings

Owners and admins can change everything here, and each change is recorded in the activity trail with what changed.

The menu has eight pages. The first six are each a stack of sections:

• Profile: the company profile, Documents, Numbering
• Sales & email: Sales defaults, Payment terms, Email, Email templates, Reminders
• Money: Taxes, Online payments, Accounting, Pricing rules, Rates
• Inventory & shipping: Units, Stock locations, Item categories, Shipping, Carriers
• Lists & fields: Tags, Custom fields, Variables, Receipt reading, Spend categories
• Workspace: Storage, Calendar, Security, API & integrations

Activity and Your data are pages of their own.

A page with several sections lists them under its name in the menu while it's open; click one to jump to it. Each section saves on its own terms, the same as when it was a page: one bar at the bottom for the forms, and the row editors' own Save. An old address for a section, such as /company/tags, opens the page at that section.

On a phone it's the strip across the top, which scrolls sideways.

Profile

One page for your company as customers see it: the company profile, then Documents and Numbering.

Your company as it appears on documents.

Organization. The company name heads every quote, order and invoice. Under it the document prints whatever else you fill in: the legal name (when it differs), the address (the country is fixed at the United States, since OrderDen is for US businesses; your clients can be anywhere), your phone, email and website, and your tax registration with its label (your EIN). Blank lines don't print. The contact email is also where replies go when OrderDen sends documents for you (see Email).

Currency & formatting. The base currency is what new quotes, orders, invoices and purchases are priced in; existing documents keep theirs. The locale (such as en-US) sets how amounts and dates print, and the timezone is the zone document dates are shown in. OrderDen is for US businesses, so a workspace starts in the United States, with the currency you picked at signup.

Logo. Upload a PNG, JPEG, GIF, WebP or SVG, up to 5 MB. It prints at the top of every document, in the PDF, in the email and on shared pages, scaled to fit a 160 × 60 box. Most designs put it top left; Masthead centers it, and Corner and Sidebar fit it into a narrower space. Choosing a file uploads it, and Remove logo takes it off everything. An SVG, GIF or WebP logo is turned into a PNG for the PDF and the email. An SVG that uses a font or image from elsewhere on the web prints without it, so outline the text first.

Documents

How printed and emailed documents look: one of 15 designs from the grid, its major and minor accent colors, the Letterhead layout (logo Beside, Stacked or Logo only), the footer and payment instructions, and separate Quotes footer, Invoices footer and Purchase orders footer (blank uses the shared one). Full preview shows a whole document. The same card has the client portal's Portal welcome line and Paid invoice message, and Let portal clients send you client POs (off by default). See Documents & sharing and Client portal.

Below it, The packing slip: 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}}), and under it your handle and a review link, printed small. Three boxes: Print the gift message (in a frame at the top), Print prices (off by default, and never on a gift order) and Print bins (off by default). Printed on picks US Letter, A4, or 4×6 label stock (too narrow for prices, so it has a QR code back to the order instead). Care instructions are on each item's Shipping tab. See Orders.

Then Signatures and terms: whether new quotes ask to be signed, the default terms a new quote starts with, the invoice terms (blank prints the quote terms), the purchase order terms (blank prints nothing) and the consent wording a signer ticks. Each is copied onto a document when it's written, so changing them here never rewrites something sent or signed. See Signatures on quotes.

Numbering

The number format for quotes, orders, invoices, purchases, payment receipts, production runs, credit notes, projects and stocktakes: date parts plus a counter. Leave a box blank for the default. The format and the defaults are in Documents & sharing.

Next numbers shows the number each kind's next document gets. Set one forward to carry on a sequence from another system: set invoices to 500 and the next invoice is INV-000500. It can't go below a number already issued, or onto one a document already has.

Change number, on a quote, order, invoice or credit note (owners and admins), corrects that one document's number even once it's paid, void, canceled, issued or archived. Its history records the old number, so a search of the activity trail still finds it.

Sales & email

One page for what a new quote, order or invoice starts with, the terms it offers, and the email that goes out about it.

Sales defaults

What new documents start with, in these cards:

• Orders: Order lead time in days. Every new order's promised date starts that far out, moved to the next weekday if it lands on a weekend. Blank leaves the promised date empty. Complete orders automatically once shipped, invoiced and paid moves an order to Completed by itself once it's done. Leave it off if you invoice outside OrderDen or prefer to close orders yourself.
• Quote expiry: Quotes stay open for, in days (30 to start). A new quote's Valid until date starts that far out. Set 0 to leave it empty.
• Margin: a minimum gross margin. Confirming an order whose known margin is below it shows a warning and notes it in the order's history, without blocking the order. See Orders.
• Quotes: After acceptance, an order first (for a workspace that makes and ships things), an invoice straight away (for one that sells time), or ask me each time, the default, which shows both buttons on the quote. See Quotes.
• Late fees, off by default: a percentage of the balance or a flat amount, a grace period, and a cap on the total. A fee is added at most once every 30 days per invoice, and never for a client marked exempt. Make sure your terms say you charge one. See Late fees.
• Statements of account: whether statements go out automatically, how often, on which day, which kind, and the smallest balance worth sending. See Statements.
• Stock: Block negative stock (off by default) stops a production run that would take a material below zero; shipping is never blocked. Measure the reorder point against picks on hand or available. See Inventory.
• Defaults: Default tax, the tax a new line starts on when neither the line nor its item names one. Tax is always added on top of your prices. See Tax.

Payment terms

The list clients, quotes, orders and invoices point at. A workspace starts with "Due on receipt", "Net 15", "Net 30", "Net 60", "50% deposit, balance on delivery", "30% deposit, balance Net 15", with Net 30 as the default.

A term says what's wanted up front (a percentage or a fixed amount, and how soon) and when the balance is due: some days after the invoice, on receipt, on delivery or on completion. The last two are events, not dates, so an invoice under them has no due date until the thing happens, and reminders don't chase a balance with no agreed day. Its wording in your own words prints on the document.

Renaming or removing a term never rewrites paperwork already written. See Deposits, installments and final invoices.

Email

How email is delivered. Email templates and Reminders are the next two sections.

Delivery. There's nothing to set up. From the moment your workspace exists, emailed documents and invitations are sent by OrderDen, as "Your Company via OrderDen", with Reply-To set to your company's contact email (or, if you haven't set one, the person sending). The section shows which sender is active.

Send from your own mailbox. Press Connect Gmail or Connect Microsoft 365, sign in to your business account, and leave the sending permission ticked. Quotes, invoices and invitations then go out from that address, with replies going to your contact email if you've set one, or to that mailbox. OrderDen never sees your password. A provider that isn't offered yet has no button: the card says it's coming soon.

If the connection breaks. When Google or Microsoft stops accepting the connection, owners and admins get a notification (A connection needs attention) and email goes out as "via OrderDen" until you press Connect again.

One mailbox per workspace. To switch from Gmail to Microsoft 365, disconnect first, then connect the other.

On a Microsoft work or school account, your organization may need an administrator to approve OrderDen first. The card says so if it does.

Send a test email sends one through the connected mailbox. If the provider's permission is withdrawn, the card says so and your documents go back to being sent by OrderDen. Disconnect does the same on purpose. To take the permission back at the provider too, remove OrderDen from your Google or Microsoft account's app access.

OrderDen doesn't take a mail server and password. Sending from your own address works only through a connected mailbox, so your mailbox password never leaves your provider.

Signature and blind copy. Signature is what {{org.signature}} becomes in a template. Blind-copy every email to copies templated emails (reminders, follow-ups, statements and the like) to you. Both work whichever way your mail is sent. Documents sent with the Email button aren't blind-copied.

Addresses OrderDen has stopped emailing lists the addresses that bounced or complained, with Clear. See Bounced email.

Email templates

The wording of the emails OrderDen sends for you: quote follow-ups, each payment reminder, deposit requests, late fees, automatic payments, portal invitations and sign-in links, replies on a document, statements, and the order emails. Each template's description says when it's sent; a few (Quote, Payment receipt, Share link and Order confirmed) aren't sent at the moment, and Invoice goes only with recurring invoices. A document sent with the Email button uses its own subject and the note you type.

Each starts on a default. Change a word and it's yours; Reset to the built-in wording puts the default back. Variables like {{client.firstName}} are filled in when the email goes out, and one the document doesn't have comes out blank. Send test sends you a sample filled in with a made-up client and invoice.

See Reminders, follow-ups and status emails.

Reminders

The chasing schedule: when payment reminders go out around an invoice's due date, when an unanswered quote is followed up, the hour both use (in your workspace's time), and Skip weekends. Pause all automatic chasing stops payment reminders and quote follow-ups; order emails and the daily summary still go. Send the daily summary (on by default) and its hour are here too.

The Order status emails card switches the order emails to clients on or off: Order shipped (which also covers ready for collection) and Order delivered. Order confirmed saves but isn't sent at the moment.

The section previews each reminder as a sample client would get it. See Reminders, follow-ups and status emails.

Money

One page for tax, how clients pay, where the figures land in your books, and how prices and hours are worked out.

Taxes

Named rates (a name, a percentage to three decimals and a place in the list), combined into groups where a sale is taxed by more than one authority. A rate can be compound, which is rare. The default a new line starts on is under Sales defaults. See Tax, including what deactivating and deleting a rate do.

Online payments

Connect your own Stripe account, or PayPal where the server offers it, so clients can pay from a share link, and choose which methods to offer and whether part payments are allowed. Money goes to your own account, and OrderDen adds nothing to the processor's fee. See Getting paid online.

Accounting

Where each kind of money lands in your chart of accounts, for QuickBooks Online, Xero or OrderDen CSV, with each package's usual names or codes suggested. See Accounting export.

Pricing rules

Pricing rules: your Target margin, how to Round prices, and the Retail and Wholesale rules, each a multiplier, a + flat amount and how it's Rounded. Every item's pricing panel measures against these. See Pricing guidance.

Rates

What an hour costs you, what you bill for it, and what you add to a material when you sell it on. The section shows the sum: wage, plus payroll tax, plus insurance, plus overhead, and your hourly cost updating as you type. Projects cost their labor at it. Time billed from a project is priced at your hourly billing rate, and material billed from a project at its cost plus your material markup.

Inventory & shipping

One page for how stock is counted and stored, the catalog's categories, and how orders leave.

Units

What your workspace counts in. The standard set (by code: each, g, kg, oz, lb, ml, l, fl_oz, mm, in, ft, yd, m, min, hr) is there from the start. Add your own, such as a bar, a skein or a sheet, saying what it measures and how many base units one holds. See Units.

Stock locations

Where your stock is kept. Every workspace starts with one, called Main. Add another place by name, pick the default, and switch off one you no longer use. See Stock locations.

Item categories

The catalog's categories, two levels deep, ordered with the arrows. Each says what it holds (things you sell, things you use up, or both), and can give new items a tax group and a unit. Merge folds one into another. See Items & pricing.

Shipping

Connect a shipping network and describe your boxes.

Postage is bought on your own account with the network and charged to it. There's a card for each network (Shippo for US carriers, Easyship for parcels abroad), and you connect whichever you ship with. Connect more than one and every rate list holds them all. A card that isn't connected links to the network's website so you can make an account; if OrderDen earns a commission on that link, the line says so.

Connect takes you to the network to sign in and approve OrderDen, then brings you back. There's no key to copy. Reconnect appears if the network stops accepting the connection, and Disconnect forgets it. A card that says Coming soon can't be connected until OrderDen turns that network on, but its sign-up link is there, so you can open an account first. The Easyship card also has Default product category.

The Posting card sets which of your addresses parcels go out from (and shows the sender the label will carry), and whether the cheapest service, the quickest, or nothing is picked when rates come back.

Your boxes: what you ship in, each with its dimensions and empty weight. 3 are there from the start. The default is what the ship screen starts on; deleting it leaves none, so pick another.

Carriers, the last section: the carriers offered when you record a shipment. Every workspace starts with UPS, USPS, FedEx, DHL, with tracking links. Add, rename, reorder, deactivate or delete them. A carrier's tracking URL template (a link with a {tracking} token) turns its tracking numbers into links on the order page, prints, emails and share links. Pasting a tracking number on the ship form picks the carrier from its shape. A deactivated carrier leaves the ship form but keeps its old links; deleting one leaves recorded shipments with its name as text.

See the shipping guide.

Lists & fields

One page for the lists records are filed under.

Tags

The workspace's tag list, shared by clients, items, orders, vendors and projects, with colors, usage counts, rename and merge. See Search & lists.

Custom fields

Your own fields on clients, items and materials, orders, quotes, invoices, vendors, purchases, projects and expenses. See Custom fields.

Variables

The numbers your products and hours share. A workspace starts with labour_rate_per_hour, machine_rate_per_hour, overhead_percent, packaging_per_unit, wage_per_hour, payroll_tax_percent, insurance_percent, material_markup_percent, bill_rate_per_hour; add your own. Use them by name in cost calculators; bills of materials take their labor rate and overhead from them, and Rates edits several of them. Change one and everything made with it is re-costed.

Receipt reading

Names the receipt reader this deployment uses. Spend categories, the next section, is the one list expenses and purchases file under, each with a tax line and a counts as cost of goods switch, and Merge. See Expenses.

Workspace

One page for where files are kept, the calendar dates go to, who has to use two-factor, and the keys other software uses.

Storage

Where files you attach are kept. OrderDen keeps them by default, and that needs nothing from you. This page lets you keep them yourself instead, in Google Drive or Dropbox.

Connect either and OrderDen makes one folder in it, OrderDen attachments, and works only inside it; on Dropbox it's given only that folder. The section shows which account is connected, and says Needs attention if the permission is withdrawn.

Connecting doesn't send any files there by itself. Straight afterwards the section asks whether to keep new files there; say yes, or choose later under Where new files are kept, the second card in the section.

You can connect both. A file always opens from where it was written, so connecting another, or disconnecting one, leaves everything already attached where it is. In an attachment list, a file kept in your Google Drive or Dropbox has that service's small icon next to its size and date.

Where new files are kept appears once something is connected: it's what sends new attachments to your storage. Nothing ever moves: each file opens from where it was written.

• Disconnecting deletes nothing. Files in your storage stay there, and stop opening from OrderDen until you connect again. New attachments go back to OrderDen.
• Deleting an attachment in OrderDen moves the file to your Drive's trash or Dropbox's deleted files, where you can get it back.
• Clear out old files (on Your data) never touches files in your own storage.
• If the connection breaks, new attachments go to OrderDen's storage instead of failing; the card tells you to reconnect.

Connecting and disconnecting are recorded in the activity trail.

Calendar

Connect your Google Calendar to get the workspace's order dates in it, and see who else has connected and whether theirs is up to date. See Google Calendar.

Security

One switch: Require two-factor authentication for everyone in the workspace. Before you turn it on, the section lists who hasn't set it up; they're sent to set it up on their next page load. You need your own second factor first. Your own factors and sessions are in Personal Settings → Security.

API & integrations

Make a named key (od_live_…, shown once), see when each was last used, and revoke keys. Up to 10 active keys per workspace. The API is on both plans, with no monthly quota; the one limit is a per-minute rate per key, shown in the section. The same section has Webhooks, Zapier (the beta Zapier app, and how to ask for access) and Automate. See the API reference, Webhooks and Zapier, Make and n8n.

Activity

The whole workspace's activity trail, with filters. See Activity & history.

Your data

Download everything (the full download), Restore from an archive and Clear out old files. See Your data.

Account & Billing

Plan & usage

Your plan, the invoices you've sent (against the free 50 on Free), the seats in use and what they cost, your attachment total, your API calls over the last 30 days, and on Unlimited the Plan renewal date. Where self-serve billing is set up, the owner buys and changes plans here: Move to Unlimited, Switch to yearly (about 17% off) or Switch to monthly. Otherwise the page says plan changes are made on request. The Danger zone card has Delete this workspace, for the owner. See Plans & billing and Deleting your workspace.

Payment method & invoices

The Subscription card: each line and its price, the total, monthly or yearly, the status and when it renews or ends. Account credit and Refunds (the charge you can refund within the window), the Promotion code box, and Card, invoices & receipts with Manage billing, which opens the billing portal for your card, invoices, receipts and canceling. Owner only.

Members & invitations

Invite people by email with their role and permissions, change someone's access, resend or cancel invitations, remove members, and, for the owner, Make owner. 5 roles and 8 permissions; see Roles, permissions, two-factor and sessions.

Invitation emails go through whichever sender is active under Email, so they work on a new workspace. A Seats bar under the members list shows how many are in use, and turns red when the plan is full; every role uses one. Free has 1, so a second invitation is refused until the owner moves to Unlimited.