Settings

Settings is grouped by the job you came to do.

• Shop: General (business info and logo, localization, onboarding), White labeling (owners and admins), Billing.
• Selling: Quoting and tax, Numbering, Sales channels.
• Documents: Documents (layout, labels, customer emails, reminders, online payment).
• Workflow: Statuses and priorities (owners and admins), Products and stock, Reports (what counts as revenue), AI.
• People: Team, Account, Activity (owners and admins).
• Admin (owners and admins): Integrations, Data, Developer (Farm), and Danger zone (owner only).

What a small shop rarely changes sits under Advanced, a fold at the bottom of the Documents tab: the Invoice labels, Invoice email, Online payment, Payment reminders, Emails and Invoice display cards. Press Advanced to show them. Open or closed, it stays that way in this browser. Nothing under it is switched off: it is only out of sight.

Members can open the workspace tabs but see them read-only. A link can open a tab directly, for example the Open AI settings button in the assistant panel.

Business info holds your workspace name, logo (PNG, JPG or WebP up to 5 MB, shown on documents), contact email, contact phone, address, a business registration number with a label you can rename (Chamber of Commerce, Company registration no., or your own), and a bank account number. These print on quotes, invoices and packing slips and cannot be edited per document.

Currency, date format and number format control how money, dates and quantities are shown everywhere. Country and timezone give regional context and, when the formats are set to Auto, choose the date and number formats for you. Dates show the month first (10/03/2026)? Pick a day-first Date format (03/10/2026), or set Country and leave Date format on Auto. Money is kept to the smallest unit of the currency (the cent, for dollars) and written as ordinary decimals in exports, with the currency's own number of decimal places (none for yen, three for dinar). Changing the currency does not convert existing amounts. It cannot be changed once the workspace has orders or invoices, or to a currency with a different number of decimal places once any price or amount is saved.

Sales channels are named sources of orders (a store, Etsy, a market). Owners and admins add, rename, deactivate or delete them. An order can carry a channel; products can have a price per channel; and a channel can have its own stock row per variant for replenishment. Orders without a channel take stock from the default pool.

Each channel has a Marketplace fee (%), the cut a marketplace such as Etsy or Amazon takes of each sale (for example 6.5). Leave it at 0 for your own shop or in person. It is a percent of the order total and comes off the order's Estimated profit, the dashboard's Margin this month and the margin in Reports, Job economics. Revenue stays what the customer paid. Each order keeps the fee its channel had when the order was made, so a new fee counts for new orders and for an order you move to the channel, and past orders keep their old fee. A fee change shows in the Activity log.

Variant name separator is what goes between a product name and its variant name on documents and in the fulfillment queue, and between axis values when the variant matrix names a variant: slash, dash, hyphen, comma, bar or space; existing variant names are not rewritten. Stock on new order lines decides what a new hybrid order line does with stock: Automatic takes what the pool holds and prints the rest; Manual starts every new line at 0 from stock so nothing leaves the shelf until you type a number on the line. The exception is a line on an order for a sales channel that keeps its own stock of the variant: it starts automatic, because a sale logged at a store came off that store's shelf.

Settings → Reports has one choice, Revenue counts, for owners and admins:

• Orders (default): an order counts when it is placed, by order date.
• Payments received: each payment counts on the day it was received, before tax, and a refund comes off on the day it was paid back. Orders without an invoice still count by order date. An invoiced order is never counted twice. Credit notes count nothing here.

It decides revenue on the Reports page, the dashboard's Order value or Revenue tiles (they read Revenue when you count Payments received) and each customer's lifetime spend. Nothing is recalculated or lost: switching only changes how the totals are read, and you can switch back at any time. Order counts and averages always count orders. The Reports page says which rule is on under its title.

The Onboarding card has two buttons. Repeat setup opens the setup screen again, with its five fields: Your name, Shop name, Currency, Labor rate per hour and Default markup. Show page tips again brings back the one-line tips at the top of each page after you dismissed them. Localization, business info and the theme are not part of the setup screen: they live under General → Localization, General → Business info and Account → Appearance. CSV import is not in Settings either: Orders, Customers, Products, Filament, Inventory and Expenses each have an Import CSV button on their page.

Orders, invoices and the other numbered records take their numbers from a prefix and a counter set on this tab. The Document numbering card is on the Numbering tab. Switch on Advanced on the card to edit a counter.

Each document kind (orders, quotes, invoices, credit notes, customers, filaments, replenishment runs) has a prefix and a next number. The number is padded to at least four digits, so prefix ORD- and counter 1 give ORD-0001. A prefix that ends in digits is followed straight by the padded number: ORD-2610 and counter 1 give ORD-26100001.

To put the year in a number, add {YYYY} (or {YY} for two digits) to a prefix and FoxTrack puts the current year there: INV-{YYYY}- gives INV-2026-0001. A counter whose prefix has a year token restarts at 1 with the first number of each January, in your shop's time zone (Settings → General → Localization, UTC when none is set), so you never change the prefix by hand at New Year. Adding a token in the middle of a year does not restart the counter: to start this year at 1, switch on Advanced mode and set the next number to 1. Prefixes without a token never restart, and other braces such as {YEAR} or {yyyy} are printed as typed. The preview under each prefix shows the next number as it will print this year.

Counters advance automatically as documents are saved. Only owners and admins can change numbering. Switch on Advanced mode to edit a counter. Moving it forward always works. Lowering it is allowed as long as no document already uses a number at or above the new value under the prefix being saved, so a shop that starts every month with a new prefix can change the prefix and set the counter back to 1 in the same save; otherwise the save is refused and the message names the lowest safe value. FoxTrack never issues a duplicate: when a number turns out to be taken it skips to the next free one.

Item statuses are the steps each line item moves through on the fulfillment screens, and they decide when a whole order moves on the board. They are under Settings → Statuses and priorities (owners and admins).

The statuses are grouped into categories. Owners and admins add categories and statuses, rename and reorder them, turn on Counts as finished for statuses, and set Moves order to for each. A finished status counts the line as done and frees its printer; without one, items can never be counted as done and orders never mark packed. At least one status must remain. Moves order to names the board column the whole order moves forward to when any line reaches that status; a finished status moves the order only once every line is finished. Left on Auto, the column whose name matches the status, or its category, is used (spelling and punctuation are ignored, so Fulfilment matches Fulfillment), and a finished status also falls back to a column called Fulfilled, Done or Completed; the Auto option shows which column that is. Auto with no matching column leaves the order alone, and the order never moves backwards. Restock-run lines follow the same pipeline; a finished status takes a run line off the Fulfillment queue and keeps its printer. Deleting a status that order or run lines are on first asks which status they move to, then moves them all and deletes it.

Settings → Statuses and priorities (owners and admins) holds the Order priorities card, below the item statuses: the priorities an order can have, most urgent first. A new workspace has Rush, High, Normal and Low.

• Rename: click a name and type; Enter or clicking away saves it.
• Add priority: type a name (Next day, say) and press Add priority. It is added at the top, as the most urgent. A workspace can have up to 12, with names up to 40 characters and no two alike.
• Reorder: the arrows move a priority up (more urgent) or down.
• Remove: the trash icon asks first and says how many orders have it (Remove High? 3 orders have this priority. They will show none.). Those orders keep everything else. At least one priority must stay.

The order is also how urgent each one looks: on the order board and in the Fulfillment queue, High and Rush (and anything you put above them) stand out in color. Every change is written to the activity log.

The Quoting and tax tab has two cards. Quoting defaults seed every new quote: electricity rate per kWh, labor rate per hour, default markup, default waste % and default overhead % (percentages of the material total). Default markup is the percent added on top of your cost: 30 turns a cost of 10 into a price of 13. Tax rate (titled with your own tax word, such as VAT rate) is the one default rate for new quotes and new invoices; 0 means no tax. The rate keeps up to three decimals, so 8.875% stays 8.875%. Invoices add it only while Apply tax to invoices is on under Documents → Invoice defaults, where the tax word and your tax number live too. Changing the rate does not touch quotes and invoices already made: each keeps the rate it was saved with.

White labeling needs Farm. Owners and admins can set a brand name (up to 30 characters) and a square brand icon that replace the FoxTrack name and logo in the sidebar. Leave the name empty to restore the default. With a brand name saved, the emails your customers get from this workspace no longer say using FoxTrack at the bottom. This is separate from the document logo under General.

The Activity tab shows what changed in the workspace, who did it and when.

It lists actions newest first:

• records created, updated and deleted, status changes and merges
• payments and refunds recorded or removed, and credit notes voided
• records archived and unarchived
• failed prints
• priorities, sales channels and item statuses changed (a rename or reorder says what it was before)
• a webhook's payload format
• saves on Settings cards such as General, Quoting and tax, Numbering and Documents, naming what changed (Settings changed quote footer note and payment due)
• a logo, brand icon or document logo uploaded or removed, and the brand name changed
• changes made through the API (marked through the API)
• one line per CSV import: how many rows were added, updated and skipped (an import that stopped and was finished later has a second line for the rest)

Load more at the bottom brings older entries, as far back as the log goes. The chips above the list (All, Orders, Invoices, Quotes, Customers, Products, Settings, Team, Other) show one kind of record, and the search box finds entries by the number or name they carry, like INV-0010 or a customer's name. The log is written by the app as part of each save, so it cannot be edited. Assistant chats are not in the activity log; owners and admins read those from the assistant panel's All chats view.