Pro Portal · Chapter 09

Admin & Settings

Last updated October 28, 2026 · Markdown

⚙️ Admin & Settings (bottom of the sidebar) has four tabs: Integrations, Organization, Team and Plan. Everyone can see them; who can change what depends on your access level.

Access levels

Level	Can do
Admin	Everything, including the plan, billing, licenses, agreements, team and organization profile
Manager	Runs the work, and can invite people (but not make them Admins)
Staff	Does the work: service, inspections and reports on your customers' boats

An organization always has at least one Admin. The last Admin can't be removed, demoted, or leave.

A job title (service writer, mechanic, dock crew, surveyor and so on) is shown next to each person's name. It's for display only; the access level decides permissions. The titles offered depend on your organization's types.

Organization

Profile

The public profile owners see when they look you up: public name, legal name, phone, email, website, address, service area, and About (what you do). Save profile saves it. Only Admins can edit it. Owners never see your plan or billing.

Organization type

Check all that apply. The types decide which modules and job titles your team gets. For example, Brokerage adds Listings and Reports, and Mooring service adds Moorings. Choose at least one, then Save types.

Verification

Verified organizations get a ✓ Verified badge wherever owners see them, and are listed when owners search for verified service providers. Verification never limits what you can do in the portal, and unverified organizations work fully with owners who invite them.

To apply, an Admin uploads documents (business license, certificate of insurance, trade licenses or other) with their expiry dates, adds an optional note, and chooses Send for review. Documents are stored privately. A ReadyHelm reviewer approves or declines the request; Withdraw cancels it while it waits.

You're reminded 30 days before a document expires. When one expires, the badge drops until you renew, which is the same Send for review step with the new documents.

Your credentials on this profile

Each member chooses which of their own credentials (a USCG license, ABYC certifications and so on) owners see next to their name. You add credentials in your ReadyHelm account's credential wallet (see My Account in the owner guide). Expired ones are left off.

Team

The Team tab lists everyone in the organization with their access level, job title and license.

Inviting: enter an email, pick an access level and job title, and choose + Invite. Leave Give them a license when they join ticked to give them a seat straight away (if one is free). They accept in the Pro Portal with that email. An existing ReadyHelm account keeps its own boats. Pending invites lists invites not yet accepted; × cancels one.
Licenses: Give them a license or Take back their license, effective immediately. You can't assign more licenses than your plan has seats.
Editing: Edit changes someone's access level or job title.
Removing: removing someone ends their membership and frees their license. Their work stays with the organization under their name, and their own ReadyHelm account is untouched.
Leave organization removes yourself.

Who can see internal costs (Admins change it): Admins only, Admins and Managers, or Admins, Managers and Staff. Internal costs are the unit costs and margins on quotes, work orders, parts and purchase orders. People who can see them are marked $ costs on the list. Owners never see costs, and they're never sent to QuickBooks invoices or estimates.

Plan

The Plan tab shows your organization's tier, its seats (N of M in use), and when it renews or ends. Every seat is at the same tier. Prices and what each tier includes are in Plans, Prices & Limits.

A new organization may start with a trial of a paid tier, shown as "… trial — until (date), then (tier)". When it ends without a subscription, the organization moves to the free tier: features above it become read-only, and nothing is deleted.

Admins can:

Subscribe (or Start paying for a plan): pick a tier, seats and monthly or annual billing, then Continue to payment to finish on Stripe's secure checkout.
Upgrade plan: a higher tier, more seats, or annual billing. It takes effect now, and you're charged the prorated difference.
Change to a smaller plan: a lower tier or fewer seats, then Request change. It takes effect at your next renewal, and Cancel this change withdraws it until then. When seats go down, tick who gives up their license on the Team tab; otherwise the most recently licensed do.
Payment methods & invoices: opens Stripe's billing page for cards and invoices.

If a payment fails, a banner shows the date to update your payment method by. After that date, pro work becomes read-only until payment goes through. Nothing is removed, and owners keep the verified records you've already given them.

Integrations

QuickBooks Online is rolling out gradually. If you don't see it yet, it's on the way.

QuickBooks Online connects your organization's own QuickBooks company. Only an Admin can connect or disconnect it.

Connect opens Intuit's sign-in. Choose your company, and you come back to this tab with the company's name shown.
On a client boat's Overview, the owner card gets Add to QuickBooks (Admins and Managers). It adds the owner as a customer and the boat as a sub-customer under them. If your QuickBooks already has a customer with the owner's email or name, you choose to Link to it or Create a new customer; nothing is created without asking. Afterwards, View in QuickBooks opens the customer.
On a work order with labor, parts or fees, Send to QuickBooks (Admins and Managers) creates an invoice billed to the boat, one line per work-order line. The first time, ReadyHelm adds three items to your QuickBooks to bill them to: ReadyHelm Labor, ReadyHelm Parts and ReadyHelm Fees. Taxable lines are marked taxable, so your QuickBooks sales tax applies. The work order then shows the invoice number, total and status, with View in QuickBooks.
If you change the lines afterwards, the work order says Changed since sent; Update in QuickBooks updates the same invoice. If someone edited the invoice in QuickBooks in the meantime, ReadyHelm asks before replacing it.
Payments come back on their own. When an invoice is paid, partly paid or voided in QuickBooks, the work order shows it within a minute or so, and ReadyHelm double-checks every night. Refresh on the invoice checks right away, and Checked … says when it last did.
If your QuickBooks company takes online payments (QuickBooks Payments), the invoice gets Email payment link (Admins and Managers), which emails the boat's owner a link to view and pay the invoice, with replies coming to you. Anyone can use Copy payment link to send it another way. Paid and voided invoices don't offer the link.
A quote you send to an owner also goes to QuickBooks as an estimate (see Quotes). When the owner approves or declines it, the estimate is marked accepted or rejected, and the invoice for the work order it turns into is linked to the estimate, which closes it. If the owner might already be in your QuickBooks, the quote asks you to choose on the boat's Overview first, then Send to QuickBooks on the quote.
The Work Orders list gets a QuickBooks column with each invoice's status: Unpaid, Partly paid (with the amount still due), Paid or Voided.
If the owner might already be in your QuickBooks, ReadyHelm asks you to choose on the boat's Overview (Add to QuickBooks) before the first invoice.
Deposits and progress bills: a quote can ask for a deposit, billed in QuickBooks when the quote becomes a work order, and a work order can be billed in parts before the final invoice (see Work Orders). Require a paid deposit before work starts (Admins) holds a job whose quote asked for a deposit out of In Progress until the deposit invoice is paid in QuickBooks.
Purchase orders become bills in QuickBooks as they're received (see Parts & Purchase Orders).
If QuickBooks stops accepting ReadyHelm's access, the card asks an Admin to Reconnect.
Disconnect deletes nothing, here or in QuickBooks. Customers stay linked, and reconnecting the same company picks them back up. Connecting a different company clears the old links, after a warning.

The integration needs an organization: a ReadyHelm admin signed in without one sees Start or join an organization instead.