Project-aligned guidance for setup, daily operations, automation, integrations, finance, and administration.
12Product areas
4Guide groups
No matching documentation found
Try CRM, Projects, Workflow, Invoice, or API.
Product overview
One workspace for the full business lifecycle
FlowDesk connects customer data, team delivery, inventory, documents, finance, and automation. Records stay tenant-scoped while plans, enabled modules, and roles determine access.
Availability depends on your plan.
A documented module appears in the dashboard only when it is included in the subscription and enabled for the tenant.
Start here
Set up a new workspace
Complete setup in this order so people, modules, templates, and automations have the data they need.
1
Complete the business profile
Add business identity, logo, legal details, timezone, date and number formats, and brand colors.
2
Review the plan and modules
Confirm the subscription, then enable entitled modules such as CRM, Projects, Inventory, HRM, Documents, Finance, or Customer Portal.
3
Create roles and staff
Define least-privilege roles first, then add staff and assign permissions for their responsibilities.
4
Configure business foundations
Create reusable custom fields, number sequences, status catalogs, and public or internal forms.
5
Connect integrations and templates
Set up credentials, webhooks, email templates, and approved messaging templates. Test every connection.
6
Run an end-to-end test
Use safe sample data to verify permissions, notifications, records, automation, and reports.
Business module
CRM
Manage the customer lifecycle from first contact through qualification, deal progress, quotes, proposals, and account work.
ContactDealQuoteProposalCustomer
Area
Use it for
Recommended practice
Contacts & accounts
People, companies, ownership, source, status, notes, and custom fields.
Avoid duplicates and assign an owner early.
Tags & tasks
Segmentation and follow-up work linked to CRM context.
Keep a controlled tag vocabulary.
Pipelines & deals
Opportunity stage, value, probability, owner, and close date.
Define entry and exit rules for every stage.
Quotes & proposals
Products, quantities, tax, price, validity, and offers.
Review commercial details before publishing.
Forecasts & SLA
Pipeline projections and response or resolution commitments.
Keep deal and due-date data current.
Typical CRM workflow
Create the contact and record its source.
Assign an owner, tags, and a follow-up task.
Create a deal in the correct pipeline and maintain its stage.
Generate a quote or proposal after scope and price are confirmed.
Use workflows for routing, reminders, alerts, and handoffs.
Business module
Projects
Plan and deliver client or internal work with members, milestones, sprints, tasks, time entries, and project reporting.
01
Plan
Create the project with client, dates, status, members, and delivery context.
02
Break down
Use milestones for outcomes, sprints for time boxes, and tasks for assignable work.
03
Track
Update status, record time, review progress, and use the project report.
Keep delivery data useful.
Every active task should have a clear owner, status, and due context.
Business module
Inventory
Control products and variants across warehouses with stock batches, purchase orders, transfers, and movement history.
Record
Purpose
Key data
Product & variant
Defines what is bought, stored, sold, or consumed.
Keep stock history auditable.
Use adjustments or transfers for corrections instead of deleting movement history.
Business module
HRM
Maintain the employee lifecycle, organization, leave, attendance, payroll components, assets, and recruitment records.
People & organization
Employees, departments, designations, reporting context, and employment details.
Time & leave
Attendance, leave types, balances, requests, review, and approval.
Payroll
Reusable earning and deduction components with employee payroll records.
Assets & recruitment
Assigned employee assets and job-posting or applicant processes.
HR records contain sensitive information. Limit permissions and review access regularly.
Business module
Documents
Create governed documents from templates and clauses, then review, approve, share, and export them with controlled access.
1TemplateReusable structure
2DraftRecord-specific content
3ReviewApproval and checks
4ShareControlled link or export
Use templates and the clause library for consistent approved content.
Mark sensitive documents and restrict permissions.
Set appropriate access and expiry on external share links.
Customer success
Customer Portal
Provide customers with a controlled, branded area for pages and records intended for external self-service.
Portal administration
Configure pages, visibility, presentation, and customer users allowed to sign in.
Customer access
Customers authenticate separately and only see content exposed to their portal context.
Test before launch.
Use a non-admin portal account to verify that internal-only content and actions are hidden.
Automation
Workflows
Build event-driven automation from triggers, logic, actions, approvals, and installed-module nodes. A saved draft becomes live only after validation and publishing.
Create
Build
Save
Validate
Publish
Monitor
Build a reliable workflow
1
Create a workflow with a recognizable name and purpose.
2
Add a Manual, Scheduled, Webhook, or business-event trigger.
3
Add actions and logic, then connect every required output.
4
Complete each node settings panel, including referenced templates or credentials.
5
Save, validate, resolve errors, publish, and run a controlled test.
Node group
Examples
Important rule
Triggers
Manual, Scheduled, Contact Created, Task Completed, Webhook Received
Connect external services through installed modules. A module may expose credentials, OAuth, templates, calendars, worksheets, media, webhooks, or workflow nodes.
1
Confirm the module is installed, enabled, and within the plan addon limit.
2
Complete provider credentials or OAuth connection.
3
Select required resources such as a calendar, worksheet, channel, or template.
4
Test the connection and resolve provider permissions.
5
Run a small manual test before live automation uses it.
Keep credentials private.
Store secrets only in credential settings—never in names, descriptions, logs, examples, or ordinary custom fields.
Developer tools
API and webhooks
Use tenant API keys for authenticated REST requests and webhook endpoints for controlled inbound events.
Example authorization
Authorization: Bearer YOUR_API_KEY
API key checklist
Use a recognizable key name
Grant only required scopes
Set a suitable rate limit
Store the one-time secret safely
Revoke exposed or unused keys
Webhook checklist
Use the exact endpoint and method
Send valid expected JSON
Verify signatures when supported
Log actionable failures
Prevent duplicate processing
Administration
Finance and billing
Create customer invoices and manage accounts, expenses, vendors, bills, budgets, journals, taxes, and payment reconciliation.
Invoices
Line items, tax, totals, lifecycle status, and customer billing records.
Accounts & journals
Finance accounts and controlled journal movements.
Expenses, vendors & bills
Capture spend, categorize it, and process vendor obligations.
Budget, tax & reconciliation
Plan limits, apply tax rules, and match external payments.
Use review controls.
Separate financial creation, approval, export, deletion, and sensitive permissions when possible.
Administration
Team and permissions
Plan entitlement, module status, and role permission work together to determine effective access.
Plan entitlementIs the feature included?
+
Module enabledIs it active?
+
Role permissionMay this user act?
=
Effective accessWhat the user can do
Create roles by responsibility, not by person.
Start with minimum access and add permissions intentionally.
Separate view, edit, delete, export, approve, and sensitive permissions.
Use two-factor authentication for privileged accounts.
Help
Support and troubleshooting
Use this checklist before opening a support ticket. It resolves common setup, access, and automation issues.
A module or page is missing
Confirm the module is installed and enabled, the addon limit is available, and the current role has permission. Sign in again after major access changes.
A form cannot be saved
Review required fields, value formats, validation messages, and referenced users, templates, statuses, or records.
A workflow does not start
Confirm it has an active published version. Check the trigger and ensure the event happened after publishing.
An integration fails
Test the connection, verify credentials and provider permissions, and inspect operational or workflow logs.
A user receives access denied
Review tenant membership, plan limits, module status, role, and exact permission. Avoid granting unrestricted access as a shortcut.
Still need help?Include the page, record ID, expected and actual result, time, and safe screenshots. Never include passwords or tokens.
