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Intro to Account Settings

The Rackbeat Account Settings API handles the foundational configuration that makes your Rackbeat instance actually functional. This covers bank accounts, currencies, custom fields, business terms, employees, and system customization.


Account Information

Access information about the currently authenticated session, including both the user account (tenant/organization) and the individual user details. The response provides the account information such as company name, readiness status, and business address, along with the current user's personal details including their name and email address.

Key Endpoints:

  • GET /self - Get current account information

What you get: Basic account details and feature availability information.


Core Account Configuration

Bank Accounts

Manage bank account information required for payment processing and financial reporting. Bank Accounts are your company's banking details that can be displayed on customer-facing documents like orders and invoices. You can store multiple bank account records containing information such as account numbers, routing details, and bank names. During the sales process, you can select which bank account information to include on specific orders and customer invoices, allowing customers to see the correct payment destination for their transactions.

Key Endpoints:

  • GET /bank-accounts - List bank accounts with search filtering
  • POST /bank-accounts - Create new bank account
  • GET /bank-accounts/{id} - Get specific bank account details
  • PUT /bank-accounts/{id} - Update bank account information
  • DELETE /bank-accounts/{id} - Remove bank account

What you get: Bank account records with display names, registration numbers, account numbers, SWIFT/IBAN codes, and FI numbers. Essential for payment processing setup.


Delivery Addresses

Configure delivery addresses for shipping operations. Delivery Addresses represent the physical locations where your company receives goods and shipments. These are your organization's various addresses such as offices, storage facilities, warehouses, or any other locations where deliveries should be made. You can set up multiple delivery addresses to reflect all the places your business operates from or stores inventory.

Once configured, these addresses can be easily selected and reused throughout your purchasing workflow when creating purchase orders, ensuring that suppliers know exactly where to deliver the goods you've ordered.

Key Endpoints:

  • GET /delivery-addresses - List delivery addresses with search
  • POST /delivery-addresses - Create new delivery address
  • GET /delivery-addresses/{id} - Get specific address details
  • PUT /delivery-addresses/{id} - Update address information
  • DELETE /delivery-addresses/{id} - Remove delivery address

What you get: Complete address records including street addresses, cities, postal codes, countries, and attention/location references.


Currency Management

Handle multi-currency operations and exchange rate configurations. Currencies allow you to manage multi-currency transactions within your business operations. In Rackbeat, you can create new currencies, delete existing ones, set custom exchange rates, and monitor current exchange rates for all your configured currencies. Exchange rates are automatically updated hourly using the fixer.io service, but you can override this with fixed rates when needed for specific business requirements. You can revert to live exchange rates at any time by using the "Reset currency back to default" endpoint.

These currency settings are essential for businesses operating internationally, as they enable accurate pricing, invoicing, and financial reporting across different markets and customer bases.

Key Endpoints:

  • GET /currency - List all configured currencies
  • POST /currency - Add new currency configuration
  • GET /currency/{currencyCode} - Get specific currency details
  • PUT /currency/{currencyCode} - Update currency settings
  • DELETE /currency/{currencyCode} - Remove currency
  • POST /currency/{currencyCode}/reset - Reset currency to default settings
  • GET /currencies/unused - List currencies not currently in use

What you get: Currency configurations with codes, rates, and formatting settings.


Custom Fields

Create and manage custom data fields for business-specific requirements. Custom Field Management: Extend your Rackbeat entities with powerful custom fields to capture business-specific information beyond the standard data structure. Available on Premium subscription plans, custom fields support four field types (text, textarea, checkbox, dropdown) and can be applied across products, customers, suppliers, and sales/purchasing documents. These user-defined fields seamlessly integrate with layouts and PDF generation allowing you to tailor Rackbeat to your unique operational requirements while maintaining data consistency throughout your organization.

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Learn more about Custom Fields

Check out the full guide on how to work with Custom Fields in Rackbeat.

Key Endpoints:

  • GET /fields - List custom fields with filtering options
  • POST /fields - Create new custom field
  • GET /fields/{slug} - Get field by slug identifier
  • PUT /fields/{slug} - Update field configuration
  • DELETE /fields/{slug} - Remove custom field
  • GET /fields/get-by-id/{fieldId} - Alternative field lookup by ID

What you get: Custom field definitions with types, validation rules, and usage settings. Every business has unique data needs that don't fit standard fields.

Filtering Available:

  • Search by name (search)
  • Filter by usage context (for)
  • Layout usage (use_in_layouts)
  • Field type (type)

Business Terms

Configure standardized business terms for operations. What you get: Business terms with multilingual support for customer-facing documents. Critical for invoice generation and order processing.


Delivery Terms

Delivery Terms represent the shipping and delivery conditions you apply to your business transactions. These terms define how goods will be delivered to customers or received from suppliers, such as "FOB", "EXW", "DDP", or custom delivery arrangements like "Post Nord" or "GLS".

You can create delivery terms with both a name and detailed description, then assign them to customers, suppliers, orders, purchase orders, and invoices. Delivery terms appear on PDF documents sent to customers and suppliers, helping clarify the delivery responsibilities and arrangements.

The system supports translations, allowing you to display delivery terms in your customers' preferred languages, and they can be used across all sales and purchasing workflows to maintain consistent delivery expectations throughout your business operations.

Key Endpoints:

  • GET /delivery-terms - List delivery terms with search
  • POST /delivery-terms - Create new delivery term
  • GET /delivery-terms/{id} - Get specific delivery term
  • PUT /delivery-terms/{id} - Update delivery term
  • DELETE /delivery-terms/{id} - Remove delivery term
  • GET /delivery-terms/translateable-keys - Get translation keys
  • GET /delivery-terms/{deliveryTerm_number}/translations - List translations
  • GET /delivery-terms/{deliveryTerm_number}/translations/{language_locale} - Get specific language
  • PUT /delivery-terms/{deliveryTerm_number}/translations/{language_locale}/{key} - Update translation

Payment Terms

Payment Terms define the payment conditions and due date calculations for your business transactions with customers and suppliers. These terms specify when payments are due, such as "Current month + 30 days", "Net 14 days", "Cash on delivery", or "Prepaid".

You can create payment terms with different types including monthly, net days, cash, prepayment, factoring, and weekly schedules, each with customizable descriptions that appear on PDF documents sent to customers and suppliers.

Payment terms are assigned to customers, suppliers, orders, invoices, and purchase orders, ensuring consistent payment expectations across all transactions. The system supports multi-language translations for international customers and integrates with your document layouts to display payment instructions, banking details, and due dates clearly on all business documents.

Key Endpoints:

  • GET /payment-terms - List payment terms with comprehensive filtering
  • POST /payment-terms - Create new payment term
  • GET /payment-terms/{id} - Get specific payment term
  • PUT /payment-terms/{id} - Update payment term
  • DELETE /payment-terms/{id} - Remove payment term
  • GET /payment-terms/translateable-keys - Get translation keys
  • GET /payment-terms/type-options - Get available payment types
  • Translation endpoints mirror delivery terms structure

Employee Management

Manage employee information. Employees represent your company's team members who handle various business operations within Rackbeat. Each employee has a unique number, name, contact information, job title, and can be configured with notification preferences and a default location.

Employees are commonly used as "our reference" on orders, invoices, offers, and purchase orders, allowing you to track which team member is responsible for specific transactions. They can also be assigned as delivery responsible parties for orders and shipments.

Key Endpoints:

  • GET /employees - List employees with extensive filtering
  • POST /employees - Create new employee record
  • GET /employees/{number} - Get employee details
  • PUT /employees/{number} - Update employee information
  • DELETE /employees/{number} - Remove employee

What you get: Employee records with contact information, roles, and system access settings. Referenced throughout other system operations for audit trails.


System Customization

Languages

Languages enable multi-language support throughout your Rackbeat system, allowing you to create customized experiences for international customers and suppliers. You can create language entries with specific locale codes (like "en", "da", "fi") that serve as the foundation for translating product descriptions, delivery terms, payment terms, and other business content into your customers' preferred languages.

The language system integrates with customers and suppliers, enabling you to assign specific languages to business partners so they receive documents and communications in their native language. This includes translating product names, terms and conditions, and other customer-facing content, ensuring clear communication across different markets. Languages work seamlessly with the translation system to provide localized layouts, PDF documents, and user interfaces, helping you maintain professional relationships with international clients while keeping all content contextually appropriate for each market.

Key Endpoints:

  • GET /languages - List configured languages
  • POST /languages - Add new language
  • GET /languages/{locale} - Get language details
  • PUT /languages/{locale} - Update language settings
  • DELETE /languages/{locale} - Remove language

Layouts

Layouts are customizable PDF and email templates in Rackbeat that determine how business documents appear when sent to customers or suppliers. The Layouts API provides endpoints to manage templates for various document types including customer invoices, orders, purchase orders, supplier invoices, offers, and shipment documents.

Users can create multiple layouts for different business scenarios and assign specific layouts to customers or suppliers, ensuring consistent branding and professional document presentation across all business communications.

Layouts include language localization support and can be configured with different font sizes and positioning.

Key Endpoints:

  • GET /layouts - List document layouts with filtering
  • POST /layouts - Create new layout
  • GET /layouts/{number} - Get layout details
  • PUT /layouts/{number} - Update layout configuration
  • DELETE /layouts/{number} - Remove layout
  • GET /layouts/{layout_number}/demopdf/{page} - Generate demo PDF
  • GET /layouts/{layout_number}/pages/{page} - Get layout page details

What you get: Document template configurations for invoices, purchase orders, and other business documents. PDF generation endpoints to produce customer-facing documents.


Embedded Content (Tabs / Iframes)

Custom Tabs (Iframes) in Rackbeat allow you to create custom tabs that embed external web content directly into your dashboard navigation. These powerful customization tools, also called "tabs", enable you to integrate third-party applications, custom dashboards, or external services seamlessly into your Rackbeat workflow. Each iframe can be configured with a custom name, secure HTTPS URL, optional icon from a predefined set, and can be made available to all users or restricted to specific team members. When active, these custom tabs appear in both the main navigation header and sidebar, providing quick access to external tools while maintaining your workflow within the Rackbeat interface.

Key Endpoints:

  • GET /iframes - List embedded content tabs
  • POST /iframes - Create new iframe tab
  • GET /iframes/{id} - Get iframe details
  • PUT /iframes/{id} - Update iframe configuration
  • DELETE /iframes/{id} - Remove iframe tab

What you get: Configuration for embedded content and dashboard customization. Useful for third-party integrations.


Common Response Patterns

Pagination

List endpoints return paginated results:

{
  "data": [...],
  "total": 150,
  "pages": 8,
  "limit": 20,
  "page": 1
}

Translation Structure

Multilingual content follows nested patterns:

{
  "translations": {
    "en": {"name": "Net 30 Days"},
    "da": {"name": "Netto 30 dage"}
  }
}

Standard Resource Fields

Most resources include common metadata:

{
  "id": 123,
  "created_at": "2024-01-15T10:30:00Z",
  "updated_at": "2024-01-20T14:45:00Z",
  "created_by": "[email protected]"
}

Practical Workflows

Initial Account Setup

  1. Retrieve basic account information via /self
  2. Set up primary currency and exchange rates
  3. Add bank accounts for payment processing
  4. Create delivery addresses for receiving goods
  5. Configure basic languages and layouts

Business Configuration

  1. Define payment terms with appropriate translations
  2. Set up delivery terms for shipping policies
  3. Create custom fields for business-specific data
  4. Add employee records for system access

Ongoing Maintenance

  1. Update currency exchange rates regularly (if you want to maintain them yourself)
  2. Manage custom field definitions as needs change
  3. Maintain employee records
  4. Update document layouts and translations
  5. Configure embedded content for dashboard integration

Multi-language Operations

  1. Use /translateable-keys endpoints to identify required translations
  2. Set up translations for each supported language/locale
  3. Update individual translation keys as needed
  4. Maintain consistency across payment and delivery terms

Best Practices

  • Use search filtering to reduce response sizes on large datasets
  • Set up currencies before configuring financial operations
  • Configure custom fields before importing data that uses them
  • Maintain consistent naming conventions for easier management
  • Use translation endpoints systematically for multi-language support

Integration Considerations

Sequential Dependencies: Many resources reference each other - set up currencies and languages before business terms, configure custom fields before using them in other operations.

Translation Complexity: The nested translation endpoints require careful planning for multi-language implementations. Build robust error handling for missing translations.

Layout System: Document layouts can be complex with page-specific configurations. Test PDF generation thoroughly before relying on it for customer communications.