Settings
The Settings page is your configuration hub for everything in FlowLance — subscription, connected accounts, tax, financial projections, invoice details, opportunity preferences, and data import.
Subscription
Plan Details
FlowLance has a single plan: £10/month with a 28-day free trial (no credit card required).
Your subscription card shows: - Current status: Trial (with days remaining), Active, or Cancelled - Plan name and price - Manage Billing button — opens the Stripe billing portal where you can update payment methods, view invoices, or cancel
If you're on a trial, a countdown shows how many days remain. When the trial ends, you'll need to subscribe to continue using the platform.
Referral Programme
Earn a 25% discount by referring other freelancers:
- Your unique referral code is displayed (with a copy button)
- Share your referral link — when someone signs up using it, they're tracked as your referral
- Progress bar shows how many referrals you need: 2 confirmed paying customers to earn the discount
- Pending and confirmed referral counts are shown
- Once you qualify, the 25% discount is applied automatically to your subscription
Connected Accounts
Bank Accounts
Connect your bank to sync transactions and balances for cashflow forecasting.
Status indicators: - Connected — Account is active and syncing - Expired — Bank token has expired, click Reconnect to re-authorise
Click Connect Bank Account to link a new account. FlowLance supports multiple banking providers:
- Yapily (default) — Open Banking connection for UK banks. You'll be redirected to your bank to authorise access
- Plaid — Alternative provider with wide bank coverage
- TrueLayer — Alternative Open Banking provider
The provider used depends on your region and configuration. You can connect multiple bank accounts across different providers. All contribute to your cashflow forecast.
Slack Integration
Connect Slack workspaces to monitor channels for freelance opportunities: - View connected workspaces - Manage which channels are monitored - Add or remove workspaces
Google Calendar
Connect Google Calendar to import calendar events as time entry suggestions. This is a read-only sync — FlowLance won't modify your calendar.
Opportunity Preferences
Configure how opportunities are scored and what kind of work you're looking for:
| Setting | Description |
|---|---|
| Location Preferences | Cities or regions you prefer to work in (comma-separated) |
| Work Style | Toggle which styles you accept: Remote, Hybrid, On-site |
| Day Rate Range | Minimum, target, and maximum day rate |
| Default Hourly Rate | Your standard hourly rate |
| Hours Per Day | Used to auto-calculate hourly rate from day rate |
| Project Budget Range | Minimum and maximum project budget you'll consider |
| Preferred Currency | GBP, USD, or EUR |
These preferences feed directly into fit scoring. Opportunities that match your rate, location, and budget preferences score higher.
Tax Settings
Configure your tax situation for accurate cashflow tax estimates.
Business Type
Select your entity type: - Sole Trader — Income tax + National Insurance - Limited Company — Corporation tax + personal tax on salary/dividends - Partnership — Shared profit allocation
Changing the business type adjusts which tax settings tabs are available and sets sensible defaults.
Self Assessment (Sole Traders)
| Setting | Description |
|---|---|
| Enable/Disable | Toggle Self Assessment calculations |
| UTR | Your Unique Taxpayer Reference |
| Payment on Account | Whether you make advance tax payments |
Corporation Tax (Limited Companies)
| Setting | Description |
|---|---|
| Enable/Disable | Toggle Corporation Tax calculations |
| Company Number | Your Companies House registration number |
| Accounting Period End | March 31, June 30, September 30, or December 31 |
| Small Profits Rate | Toggle between 19% (small) and 25% (main) rate |
VAT
| Setting | Description |
|---|---|
| Enable/Disable | Toggle VAT calculations |
| VAT Number | Your VAT registration number |
| VAT Scheme | Standard, Flat Rate, or Cash Accounting |
Tax Year
Configure when your tax year starts: - Default: 6 April (UK tax year) - Adjustable for different accounting periods
Financial Projections
Set up your regular business outgoings so the cashflow forecast can calculate expenses accurately.
Salary
For limited company directors drawing a salary:
| Setting | Description |
|---|---|
| Enable/Disable | Toggle salary in forecast |
| Amount | Monthly salary amount |
| Frequency | Monthly (default) |
| Day of Month | When salary is paid |
| Gross/Net | Whether the amount is before or after tax |
Fixed Costs
Regular business expenses:
| Setting | Description |
|---|---|
| Amount | Monthly total of fixed business costs |
| Description | What these costs cover |
Pension Contributions
| Setting | Description |
|---|---|
| Enable/Disable | Toggle pension in forecast |
| Type | Percentage of salary or fixed amount |
| Amount/Percentage | The contribution value |
| Frequency | Monthly, quarterly, or annual |
Pension tax relief is calculated automatically: - Sole traders get 20% basic rate relief at source - A warning appears if contributions exceed the £60,000 annual allowance
Savings
| Setting | Description |
|---|---|
| Target Amount | Total savings goal |
| Monthly Contribution | Amount to set aside each month |
Emergency Buffer
| Setting | Description |
|---|---|
| Target | Number of months of expenses to keep in reserve |
| Minimum Balance | The absolute minimum bank balance you're comfortable with |
The buffer target appears as an amber dashed line on the cashflow chart.
Dividends (Limited Companies)
| Setting | Description |
|---|---|
| Amount | Dividend per payment |
| Frequency | Quarterly, monthly, or annual |
Invoice Settings
Configure how your invoices look and what defaults they use.
Business Details
| Setting | Description |
|---|---|
| Business Name | Legal trading name (shown on invoices) |
| Business Address | Full address for invoice header |
| Business Registration | Company number (limited companies) |
| VAT Number | Shown on invoices if VAT registered |
| Business Email | Contact email for invoice queries |
Invoice Branding
| Setting | Description |
|---|---|
| Invoice Prefix | Custom prefix for invoice numbers (e.g., "INV-" produces "INV-0001") |
| Next Number | The next invoice number to use |
| Logo | Upload your business logo for PDF invoices |
| Brand Colour | Accent colour used in invoice PDFs |
Payment Details
These appear on every invoice so clients know how to pay:
| Setting | Description |
|---|---|
| Bank Name | Your bank's name |
| Account Holder | Name on the account |
| Sort Code | UK sort code |
| Account Number | Bank account number |
| IBAN | For international payments |
| Payment Notes | Custom text (e.g., "Please reference invoice number when paying") |
Payment details are stored encrypted and only decrypted when rendering invoices or contracts.
Invoice Defaults
| Setting | Description |
|---|---|
| Default Payment Terms | Number of days until due (e.g., 30) |
| Default Currency | Pre-selected currency on new invoices |
| Default Notes | Text pre-filled in new invoices |
| Footer Text | Legal text at the bottom of PDF invoices |
Invoice Reminders
Configure automatic reminders for unpaid invoices. These are your default settings — individual invoices can override them.
Master Toggle
Enable or disable reminders across all invoices. When enabled, the daily reminder job checks all sent invoices against your schedule.
Pre-deadline Reminders
Set which days before the due date to send reminders. Add days as chips (e.g., 7, 3, 1) — each triggers a friendly reminder email to the client.
Overdue Reminders
Choose how to follow up after the due date:
- Recurring — Send a reminder every X days (e.g., every 7 days)
- Custom schedule — Send on specific days after the due date (e.g., 1, 7, 14, 30)
Late Payment Escalation
Set up tiered surcharges for persistently overdue invoices. Escalation never happens automatically — you always confirm before a surcharge is applied.
Tiers
Add escalation tiers, each with: - Days overdue — When this tier triggers (e.g., 14, 30, 60) - Surcharge percentage — The percentage to charge (e.g., 5%, 10%, 15%)
Tiers must have unique, ascending day values.
Final Tier Days
The number of days after which the Letter Before Action guidance appears on the invoice detail page. Set this beyond your last tier (e.g., 90 days).
Include in Payment Terms
When enabled, your escalation tiers are automatically included as payment terms on invoice PDFs, emails, and via the {{paymentTerms}} contract template placeholder.
Import Data
Import existing business data from CSV files. Available during onboarding and from Settings at any time.
What You Can Import
- Clients — Name, company, email, phone, industry
- Projects — Name, client, budget, dates, status
- Invoices — Number, client, amount, status, dates
How Import Works
- Upload CSV — Drag and drop or select a CSV file
- Column Mapping — AI (GPT-4o-mini) suggests how your CSV columns map to FlowLance fields. Review and adjust the mappings
- Preview — See the data in an editable table. Each row is validated. Fix any errors before importing
- Import — Confirm and import the data
Import Features
- AI column mapping — Automatically suggests the best field for each CSV column
- Column reuse — The same CSV column can map to multiple fields (e.g., "Company" to both name and company)
- Duplicate detection — Checks within the CSV and against existing records. Duplicates are shown as warnings, not errors
- Currency parsing — Strips currency symbols (
£,$,€) and formatting from number fields - Unmatched clients — When importing projects or invoices, if a client doesn't exist, you can choose to create it or skip the row
Export Data
Download all your FlowLance data as a ZIP file. Go to Settings > Export Your Data and click Export All Data.
What's Included
The ZIP contains organised JSON files grouped by category:
| Folder | Contents |
|---|---|
account/ |
Your user account, profile, invoice settings, financial projections, tax settings, subscription, and referral data |
clients/ |
All clients |
projects/ |
Projects and tasks |
invoices/ |
Invoices (with nested line items) and scheduled payments |
proposals/ |
Proposals (with nested packages and grades), proposal profiles |
contracts/ |
Contracts (with nested amendments) and contract templates |
time/ |
Time entries, categories, day templates, and goals |
cashflow/ |
Bank accounts, transactions, recurring patterns, and manual entries |
tax/ |
Tax obligations and payments |
opportunities/ |
Personal opportunities, feed subscriptions, feed status, feedback, and crawl targets |
evidence/ |
Case studies, testimonials, credentials, sector modules, service modules, and documents |
expenses/ |
All expenses |
calendar/ |
Calendar connections |
activity/ |
Your audit log |
A README.md is included with record counts and file structure documentation.
What's Excluded
- Bank and calendar OAuth tokens (these are session credentials, not your data)
- Password hashes
- Vector embeddings (derived data, regenerated automatically)
Security
- Your invoice payment details (sort code, account number, IBAN) are decrypted and included — this is your data
- Bank account OAuth tokens are stripped — they're useless outside FlowLance
- The export is rate-limited to prevent abuse
- Each export is recorded in your audit log
Languages & Labels
FlowLance supports two separate language settings so you can work in one language and send documents in another.
Client-facing language
Controls the language of documents your clients see — invoices, contracts, proposals, and the emails that accompany them. For example, labels like "INVOICE", "Bill To", and "Due Date" all switch to the language you pick.
Available languages: English (UK), English (US), French, German, Spanish.
You can also set a per-client language on the client detail page. When a client has their own language, documents sent to them use that language — overriding your default. Useful if most of your clients are UK-based but one is in France.
Dashboard language
Controls the language of your own navigation — the sidebar and mobile menu. Leave it on "English (default)" if you prefer to work in English even when your documents are in another language.
Changes take effect immediately. The dashboard language is never shown to your clients.
Custom label overrides
If a built-in translation doesn't match your preferred wording (e.g. you want "Invoice" to read "Tax Invoice", or "Prepared for" to read "For the attention of"), you can override individual labels in Settings. Overrides apply on top of whichever language is active and affect every document of that type from that point on.
Notifications (Coming Soon)
Future notification preferences: - New opportunity alerts - Weekly business summary emails
Security (Coming Soon)
Future security settings: - Password management - Two-factor authentication (2FA)