7. Client Tools

Here is where you can manage the business information that appears in your invoices, emails, and receipts.

Branding

Brand Logo

Click the Add button to upload the logo you wish to use for your client billing.

This logo will also appear in your clients’ profile menu (at top-right) if they log in to your Hub here at WPMU DEV. If a client is logged-in to your client portal on your own site, this logo will also appear instead of the WPMU DEV branding in the header.

Note that this setting does not affect the logo set in your Hub Client that is displayed to Team Members; they will continue to see the branding you set in your Hub Client.

Brand Color

Click the current color displayed to change to a color better suited to your brand.

Business Info

The Business Info section on this screen displays your business name, contact email & number, website and mailing address. This information can be used in your clients’ statements, invoices, receipts, etc.

If any of this information is already set up in your Stripe account, it will be imported and automatically displayed here. Click the Add/Edit info button to pop open a modal window where you can edit all the information.

Custom Fields

This section displays the custom fields that you have created for your Business Profile under the Custom Fields tab. Click the Configure button to go to that screen where you can add or edit your custom fields. Click the Add or Edit button for any field to adjust the information for that field.

Options in this section enable you to include or exclude certain information from your billing emails.

See the Email Examples chapter in our client Billing documentation to see examples of all the emails sent by your client portal.

Business Branding

Toggle on this option to include your logo and brand color from your Business Profile in all email notifications.

Emails Footer Note

Click the Add note button to include a custom message at the bottom of all emails.

This is where you can create and manage the user roles that you assign to your clients. The user role you assign to each client is what determines exactly which areas & features the client can access in your Hub or client portal.

There are several system roles that cannot be edited. The View All & Access Billing role is assigned by default to all new clients, but you can change the default role if needed by clicking the ellipsis icon next to the one you want and clicking the Set as default option.

Here is a brief description of each of the system roles and the access each gives to your clients. See the Default System Roles chapter in the Team & Client Roles Customization document for a full breakdown of all capabilities included in the default roles.

• View All & Access Billing – Granting this system role to the client gives them access to everything related to any site they’ve been added to in your Hub, but they can only view the data displayed; they cannot edit or take action on anything. They do however have full management access to their own billing area to view and pay invoices, etc.
• Edit All & Access Billing – Granting this system role to the client gives them access to everything related to any site they’ve been added to in your Hub, and they can edit and take action on anything they have access to. They also have full management access to their own billing area to view and pay invoices, etc.
• Access Billing Only – Granting this system role to the client gives them full management access to their own billing area to view and pay invoices, etc, but they have no access to anything else in your Hub.
• View All & Access Billing (Reseller) – Granting this system role to the client gives them the same access capabilities as the View All & Access Billing role above, plus they have access to purchase your Reseller products. Use with your Reseller clients.
• Edit All & Access Billing (Reseller) – Granting this system role to the client gives them the same access capabilities as the Edit All & Access Billing role above, plus they have access to purchase your Reseller products. Use with your Reseller clients.

Creating Custom Client Roles

If none of the system roles meet your requirements and you need more fine-grained control over what your clients can access in your Hub, you can create one or more custom roles with exactly the access permissions you want them to have. To do that, click the + Add Role button at the top-right of this screen.

On the next screen, you’ll give your custom role a Name and an optional Description.

You’ll then see several Hub areas & features that you can enable, and for which you can customize access in your custom client role.

By default, all Hub areas & features you see here are set to Hidden, which means your custom client role does not grant any access to that area or feature. To enable and fine-tune any that you wish to add, click the toggle next to the feature name to enable it. Then click the View & Edit link that appears there to customize the access if needed.

• View & Edit – Selecting this option means the client will be able to view and edit anything this feature grants them access to in your Hub.
• View Only – Selecting this option means the client will only be able to view whatever this feature grants them access to.
• Custom – Selecting this option enables you to fine-tune exactly what the client can view or edit.

If you select the Custom option, a modal window will pop open where you can enable only the specific elements you want for this feature. For example, if you select Custom for the WP Core feature, you’ll see the following capabilities can be enabled/disabled for clients to whom you grant this custom role.

For more information on how to fine-tune every feature in your custom client role, see our Team & Client Role Customization documentation.

This section enables you to create as many custom fields as you need or want to include in your Business Profile and/or Client Profiles.

Custom field information added in either profile type can be included in your invoices in the Billing Settings.

Custom fields can be created as single or multi-line text fields, depending on the type of information you want to include in them. As both field types are simple text fields, they do not accept HTML. However, the multiline type does respect line-breaks, so you can make lists or paragraphs that way if needed.

Note that once a field is created, it is not possible to switch from single-line text to multi-line text, or vice-versa. So if you need to do that, you would need to first delete the existing field and create a new one to replace it.

Business Profile

To add a new custom field to your Business Profile, click the Add Field button in that section to pop open a modal window.

Enter the Field Name you wish to be displayed for the new field, then select whether the field Type should be Single or Multiline Text.

Click the + Add Field link for each new field you want to add. Click the trash icon to remove any custom field you don’t need. Click the Save button to save your fields, or click Cancel to exit without saving.

Custom fields you have created for your Business Profile will then be listed under this tab where you can edit the label, or delete them, as needed, by clicking the ellipsis icon and selecting the corresponding option.

Any Business Profile fields you create here will then be available to you in the Custom Fields section of your Business Profile where you can add any needed values to them.

Client Profile

To add a new custom field that can be used in Client Profiles, click the Add Field button in that section to pop open a modal window.

Enter the Field Name you wish to be displayed for the new field, then select whether the field Type should be Single or Multiline Text.

Client Profile custom fields have an additional option where you can select whether the field should be visible to clients under the Billing Info tab in their Hub where they can add or edit the information in the field.

To make a custom field available to your clients to edit, click the eye icon to toggle it on or off. An eye icon with a slash through it means it’s not visible to your clients, and you can use it as an internal note field. Without the slash in the icon means it’s visible to clients and they can add their information in that field.

Click the + Add Field link for each new field you want to add. Click the trash icon to remove any custom field you don’t need. Click the Save button to save your fields, or click Cancel to exit without saving.

The example image below shows a couple of custom fields that have been made available for clients to edit in the Billing Details section of their client profile, and one that is set to hidden and can be used as an internal note field for your use only.

Just like the Business Profile fields above, custom fields that you have created for your Client Profiles will then be listed under this tab where you can edit the label, or delete them, as needed, by clicking the ellipsis icon and selecting the corresponding option.

Any Client Profile fields you create here will then be available to you in the Custom Fields section of every Client Profile. Any fields that you have made available to clients can be edited by them in the Additional Info section under the Billing Details tab in their Hub.

When a client views the Additional Info section on their Billing Details page in their Hub, they would only see the custom fields that you have made available to them, as seen in the example image below.

The top-most part of this configuration screen displays information associated with the Stripe account you’ve Connected in your Hub. This includes the name and email address of the account, as well as the date you connected it. Irrespective of who activates the client Billing tool, the email displayed here is the email associated with the connected Stripe account.

Payment Preferences

This section contains a reminder of the Billing Currency you’ve set for this integration, along with an option to configure the Statement Descriptor.

Statement Descriptor

The Statement Descriptor is what appears on your clients’ bank or credit card statements. If you need to modify that, click on the Edit button on the far-right of that line. In the modal window that pops open, enter a business name between 5 and 22 characters that you wish to be displayed, and click Save.

Additional Tools

Import Customers

This option enables you to import one or more existing customers from your connected Stripe account.

Click the Import button there to pop open a modal window where you can select the clients you wish to import.

Select the individual clients you wish to import by checking the box next to their email address. If you wish to import them all, check the box at top-left, just above the Email Address column. Click the Import button to proceed.

The imported clients will now be listed under the Clients tab of your Client Tools where you can manage all aspects of each clients’ activity related to your Hub business.

Import Products & Services

Here, you can quickly import any existing product from your connected Stripe account. All pricing plans associated with an imported product will also be imported automatically.

Click the Import link on that line to pop open a modal window where you can select the products you wish to import.

If you wish to import them all, check the box at top-left, just above the Product column. Click the Import button to proceed.

The imported products will now be listed under the Products & Services tab of your Billing tool where you can manage all aspects of each product & their pricing plans for your Hub business.

This section enables you to create any needed tax rates that you can then apply to any invoices when billing your clients.

If you have created any Reseller products and wish to apply taxes to them, you must create the tax rates here first. You can then select them to be added to every Reseller invoice in the Reseller Settings.

Click the + Add Tax button to pop open a modal window where you can create the tax rates you need.

For each tax, enter the Tax Name you want to appear on invoices, as well as the Tax Rate. The Tax Rate must be a percentage value between 0% and 100%, and can contain up to 4 decimal places.

For each additional tax you want to add, click the + Add another tax link. You can add up to 10 taxes at a time. Once you’ve added all the taxes you need, click the Save button.

Your available taxes will then appear in a list under the Taxes tab.

Note that taxes that you’ve already added cannot be edited. If you need to change the name or rate of any existing tax, you would need to delete it first by clicking the trash icon, then add a new one to replace it.

A modal window will pop open prompting you to confirm the action. Click the Delete button to proceed.

Note that deleting an existing tax simply removes it from your Billing tool and it will no longer be available to apply to any new invoices. Existing or outstanding unpaid invoices where that tax has been applied will not be affected as the tax will still exist in your Stripe account.

If you need to add more taxes, simply click the + Add Tax button again and proceed as above. All taxes that you create here will then be available to apply to any invoices you create for your clients. See the Creating Invoices chapter in the Billing documentation for more information.

This section enables you to customize the content that will be included in all your invoices.

Invoice Settings

Invoice Number Format

Click the current number format displayed on the right to pop open a modal window where you can customize how that should be incremented for your invoices.

Enter an optional Prefix and set what the Next Invoice Number should start at. Each subsequent invoice will be incremented by 1.

Note that the prefix and number you set here can be modified at any time, but that would only affect new invoices. Existing invoices would not be affected by any change here.

Invoice Footer Note

If you wish to include a custom note at the bottom of every invoice, click the Add button and enter the message you want to display.

Default Invoice Language

Select the default language that will be used for labels & general information in all your invoices. You can override this setting for individual clients if needed in their Client Profile.

Click the language flag currently displayed and select the preferred language to be used.

Selecting any language other than English here will only affect the labels and other general information in your invoices. It does not affect the custom information you may have entered in your Business Profile, any Client Profile, any Custom Fields or Invoice Footer Notes. If you wish to localize those items in a different language, you would need to edit and translate them in their respective settings.

Note also that this setting does not affect the email language which is English by default. A future update to Client Tools will enable you to customize the email language as well.

Invoice Fields

Here, you can select exactly which additional fields you want displayed in all your invoices.

Brand Logo

Toggle this on if you wish to include the logo you uploaded in the Business Profile section.

Business Address

Toggling this one on will include the business address you set in the Business Profile section.

Client’s Billing Address

Toggle this on to include the client’s billing address, if that information is available in their client profile.

Custom Fields – Business Profile

Enable this option to include any Business Profile custom fields that you may have created in the Custom Fields section.

Click the Manage link if you want to enable or disable any specific custom fields you have created. These would appear in the business profile section in your invoices.

Custom Fields – Client Profile

Enable this option to include any Client Profile custom fields that you may have created in the Custom Fields section.

Click the Manage link if you want to enable or disable any specific custom fields you have created. These would appear in the client profile section in your invoices, if you have entered information in those fields in their client profile.

Preview Sample

Click the Preview Sample button at the top of the screen to open a new tab with a preview of what your invoices will look like when sent to your clients. Below is an example of what an invoice could look like with options configured and custom fields included.

Default Client Role

Select the default role you wish to be given to every client who purchases a hosting reseller product from you. This is the role that will be applied by default unless you specify a different role in a hosting reseller product.

If you wish to change the default role, click the role currently displayed to pop open a modal window where you can select the new default role. Click Save when you’re done.

If none of the existing roles meet your requirements, you can create a custom role that includes the required Create new hosting site capability. See the Client Role section in the Creating Hosting Products chapter of our Reseller documentation for details.

Taxes

Select the taxes you wish to be applied specifically to your hosting reseller products.

Click the Add Tax button, or any tax that you may have already set here, to pop open a modal window where you can select the taxes you need. Click Save when you’re done.

If none of your existing taxes apply, you can create new ones under the Taxes tab in the Billing settings above. Then come back here and select them for your hosting reseller products.

Default Client Role

Select the default role you wish to be given to every client who purchases a domain reseller product from you.

Just like with the Hosting Reseller settings above, if you wish to change the default role, click the role currently displayed to pop open a modal window where you can select the new default role. Click Save when you’re done.

If none of the existing roles meet your requirements, you can create a custom role that includes the required Register New Domain capability.

Currency Exchange Rate

This option only appears if the Billing Currency you set when you connected your Stripe account is any other than USD.

Click the Add button to pop open a modal window where you can set the desired exchange rate for all domains you sell in USD. Note that this is not a dynamically updated value; if exchange rates fluctuate and you need your prices to reflect that change, you would need to update the rate here manually.

Round Off Prices

Click the currently displayed number to adjust the number of decimal places that your domain prices should be rounded off to, if needed.

Taxes

Select the taxes you wish to be applied specifically to your domain reseller products.

Click the Add button, or any tax that you may have already set here, to pop open a modal window where you can select the taxes you need. Click Save when you’re done.

If none of your existing taxes apply, you can create new ones under the Taxes tab in the Billing settings above. Then come back here and select them for your domain reseller products.