Help · Settings

Account settings, billing and account activity

Three admin screens under Settings → Account. Account holds your logo, purchase order numbers, purchase order terms and the parts settings. Billing shows a card-paying account its plan, usage, card and next invoice. Account activity reports what happened in your account in a date range.

An admin manages your account's identity, its paperwork rules and its bill from three screens in the Account group of Settings: Account, Billing and Account activity. All three open only for an admin: a person whose role is Admin, or whose job title sits on the Admin tier (see Users). Anyone else who opens one of these addresses is sent away with an "Unauthorized" message.

For the full Settings menu, see Settings menu.

#Account

Settings → Account is one page with a section for each setting. Every account sees Logo, Purchase order numbers and Purchase order terms. The other sections show only for some accounts, as stated below.

#Logo

The logo identifies your account across the product: in the top bar, in the account switcher and on the vendor and customer rows that a linked company sees.

Select logo (or Replace logo) opens a file picker. You can also drag an image onto the box.
Accepted files: JPG, PNG, GIF or WEBP, up to 5 MB.
The logo saves as soon as it uploads. There is no Save button.
Remove logo puts your account's initials back.

#Purchase order numbers

This section sets where the PO number on each order comes from. As of November 2026 it applies to the purchase orders you send parts vendors.

Pick one of two modes:

Mode	What happens
We type our own	Each person types the PO number from your own system when they send the order.
Gearflow generates them	Gearflow gives each order the next number in your sequence.

With Gearflow generates them, these fields show:

Prefix (optional), for example TB-.
Next number: the number the next order gets. When you move from another system, set it to the number that system would issue next.
Minimum digits: pads short numbers with zeros (1 to 12).
Start each PO number with the unit number: puts the order's unit number first, before any prefix. After the unit number (optional) sets a separator. An order with no unit gets the number without it.
Let people change a generated number before they send: a changed number does not move the sequence.

A preview box, Your next POs, shows the next three numbers as you type.

Gearflow never issues the same number twice. It steps past a number that is already on one of your orders.

One more setting is independent of the mode: Attach a PDF of the purchase order to the vendor's email. The PDF carries the PO number, bill-to, ship-to and the lines. Anyone in your account can also download it from the order.

Click Save to keep the changes.

A new account starts with Gearflow generates them, prefix PO-, four digits, and Let people change a generated number before they send on. An admin can change or turn off any of these.

#PO number on quote approval

Shows only on a dealer or broker account, because only a seller sends sale quotes.

Require a PO number makes customers enter their PO number when they approve one of your quotes. A badge shows Required or Optional.
A customer who approves by email with no PO number is asked for it. Gearflow records the approval when the number comes in.
Make optional turns the rule off again.

#Purchase order terms

Your terms and conditions go at the end of every purchase order email you send a vendor. A parts PO PDF prints them too.

Terms for every purchase order: one text for all POs.
Terms for one request type: one optional box each for Equipment, Parts, Maintenance and Mobilization. Text in a box replaces the general terms for that type. An empty box uses the general terms.
Leave every box empty to send no terms.
Click Save terms. Terms save apart from the PO numbers, so one form never blocks the other.

#Automatic reorder

Shows only when the parts module is on for your account.

Turn on makes Gearflow gather the parts you are low on into a request once a day. A badge shows On or Off.

Nothing is ever ordered for you. Gearflow writes the request and stops. The request lands in your parts queue like one you typed. A person still picks the vendor and sends the order.
A part counts as low when it is below the minimum set for it, counting what is already on the way. A part exactly at its minimum is not low.
The request fills each part up to its maximum, or back up to its minimum when it has no maximum.
You get one request per stock location, listing every low part there.
A part already on an open request for that location is left out.
Parts with no minimum or maximum are left alone. Set them per part on the Inventory page.

#Spectrum export

Shows only when the parts module is on for your account.

If you keep your books in Spectrum, enter the codes your purchase orders import under: AP batch code, Job code and Warehouse code. Click Save Spectrum codes.

Once any code is saved, people who see parts pricing get Export to Spectrum on the parts list.
Clear all three codes to remove the export.
There is no separate on/off switch: the codes are the setup.
Each vendor's Spectrum vendor number lives on Settings → Vendors.

#Billing

Settings → Billing shows only for an account that pays Gearflow by card through a self-serve plan, and only to its admins. An account on a contract has no Billing row in the menu. Stripe sends the invoices and the receipts.

#What the page shows

Section	Contents
Usage this period	A meter: the requests counted this period against your plan's included requests, and when the count starts again. Shows while the plan is active or past due.
Plan	Plan, Requests included (per month), Current period, and Status: Active, Past due or Canceled. Under these, a line says what months over your plan do to it.
Payment	Card on file (brand, last four digits, expiry), Next invoice (amount and date), and, during a free trial, Free trial with the day Stripe first charges your card.

Gearflow reads the card and the next invoice from Stripe after the page opens. If Stripe does not answer, the page says so, and the plan still shows.

An account with no card on file pays by invoice: Stripe emails each invoice to pay online.

#What counts as a request

The meter counts a request once, in the period in which it finishes its workflow: equipment on rent, a mobilization received, maintenance completed, or a parts request fulfilled or closed. The same rule drives Fulfilled requests on Account activity.

Requests never stop at the limit. The meter keeps counting past it. From 80% of the limit on, the page says what going over leads to. The admin's sidebar shows a small copy of the meter that links to this page.

#Manage billing in Stripe

Manage billing in Stripe opens Stripe's billing portal. There you change the card, read and pay invoices, or cancel the plan.

#Notices

A notice above the plan shows when billing needs attention:

Notice	When	What to do
Your payment is past due.	Stripe could not collect the last invoice.	Card plans: Stripe tries again on its own; to pay now, update the card or pay the open invoice in the portal. Invoice plans: pay from the link in Stripe's invoice email, or in the portal.
Your plan ends on date.	Someone canceled in the portal. The plan runs to the end of the paid period.	Renew it in the portal before that date to keep it.
Your subscription is canceled.	The plan has ended.	Past invoices stay in the portal.

While a payment is past due, admins also see a red banner on every other page: Your payment is past due. with a Go to billing button.

#Account activity

Settings → Account activity is a report of what happened in your account in a date range.

Set From and To, then click Apply range. The page opens on the last 30 days.
The range sits in the page address, so you can bookmark or share a window.
Showing names the range in use.

The report has five sections:

Section	What it counts
Fulfilled requests	Requests that went through the whole workflow in the range: equipment on rent, mobilizations received, maintenance completed, parts requests fulfilled or closed. A total, then one row per request type. This is the count your pricing bills. A request counts once, and a request canceled after it was fulfilled does not count.
Not billed	Tickets done and Canceled requests in the range. These are not in the fulfilled count.
People	Active users today, grouped as Admin, Dispatcher, Requester, Ticketer, Maintenance and Technician. These counts are current and do not change with the range.
Deactivations	Users deactivated inside the range.
Customer and vendor changes	Who added, changed, deactivated or deleted a customer, a vendor or one of their contacts, with When, Who and What, newest first. The newest 200 show. Narrow the range to see older ones.

In People, an admin always counts as Admin. Below that, a shop job title decides the group: a mechanic, field service technician, PM technician or welder counts as Technician; a shop manager, service manager, service writer, parts manager, parts specialist or warranty administrator counts as Maintenance. Everyone else falls in the group of their role.