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Admin Manual 02: Company Profile (/admin/company)

The Company Profile module (/admin/company) is the central administration portal for managing tenant identity, visual branding, tax compliance, bank accounts, external software integrations, transactional email gateways, AI Office settings, and WhatsApp Business API connections.

The interface is structured into 5 comprehensive navigation tabs:

[ 1. General Info ]  [ 2. Integrations ]  [ 3. Email Configurations ]  [ 4. AI Office Configuration ]  [ 5. WhatsApp Integration ]

🧭 Tab 1: General Info ('general')

The General Info tab governs the legal identity, corporate branding, tax compliance, base currency, and bank payment instructions of your business.

  • Company Name: Official registered legal entity name (Required field).
  • Trade Name / Alias: Public commercial trading name displayed in user headers and customer emails.
  • Trade License Number: UAE DED or Freezone commercial license registration number.
  • Country Code: 2-letter ISO country code (e.g. AE for United Arab Emirates, SA for Saudi Arabia). Must be exactly 2 uppercase letters.
  • Address & Contact Fields: State/Emirate, City, Postal Code, Phone Number, Support Email, and Website URL (https://...).

2. Corporate Logo & Branding Asset

  • Logo File Upload: Upload corporate logo image files.
  • File Validation Rules: Accepts PNG, JPEG, WebP, and SVG formats (Maximum size: 2 MB).
  • Document Header Integration: Uploaded logo automatically renders on all PDF outputs (Sales Quotations, Sales Orders, Tax Invoices, Purchase Orders, Goods Receipt Notes, Delivery Notes, and Payslips).

3. Tax & VAT Compliance (UAE FTA)

  • VAT Status Selection:
  • VAT Registered: Mandatory for companies exceeding the UAE mandatory registration threshold (375,000 AED). Requires valid TRN.
  • VAT NOT Registered: Disables VAT calculations on commercial sales documents.
  • Tax Registration Number (TRN): Official 15-digit UAE tax identification number.
  • Validation Rule: For UAE (AE), TRN must be exactly 15 numeric digits (e.g., 100456789012343).
  • Corporate Tax Details: Configure UAE Corporate Tax identification and 9% threshold settings.

4. Base Functional Currency

  • Select primary functional reporting currency (AED, SAR, USD, EUR). Locked permanently after the Go-Live date.

5. Multi-Currency Corporate Bank Accounts

  • Register company bank account details printed on PDF invoices for customer wire transfers:
  • Bank Name: Bank institution (e.g. Emirates NBD, ADCB, Mashreq).
  • SWIFT / BIC Code: SWIFT wire identification code (Max 20 characters).
  • Account Number: Corporate bank account number (Max 50 characters).
  • IBAN Number: International Bank Account Number (Max 50 characters).

🔌 Tab 2: Integrations ('integrations')

The Integrations tab manages external CRM and e-commerce software connectors.

1. Supported Integration Providers

  • CRM Connectors: HubSpot, Salesforce, Zoho CRM.
  • E-Commerce Connectors: Shopify, WooCommerce.

2. Configuration Parameters per Connector

  • Provider Selection: Select target external platform.
  • API Credentials: Access Token, API Key, OAuth Client ID, and Client Secret.
  • Webhook Callback URL: Auto-generated endpoint for receiving real-time webhooks from external systems.
  • Sync Direction & Rules:
  • Inbound: Pull customers/orders into MicroERP.
  • Outbound: Push MicroERP items/invoices to external platform.
  • Bi-Directional: Two-way synchronization.
  • Auto-Sync Interval: Set sync frequency (e.g. Every 15 Minutes, Hourly, Daily).

3. Connection Validation Engine

  • Click Validate Connection to trigger an automated API handshake. Displays status badge (Connected / Validated or Connection Failed with specific API error trace).

📧 Tab 3: Email Configurations ('email')

The Email Configurations tab governs custom SMTP/IMAP gateways and automated email processing across 5 core operational modules:

  1. SALES: Sales Orders, Quotations & Customer Invoices.
  2. PURCHASE: Purchase Orders & Supplier Inquiries.
  3. ACCOUNTS: Payment Receipts, Customer Statements & Remittance Advice.
  4. INVENTORY: Low Stock Warnings & Shipment Delivery Alerts.
  5. HR: Employee Notifications, Contracts & Payslips.

1. Gateway Server Parameters per Module

  • Sender Email Address: Dedicated module email (e.g. invoices@yourcompany.com).
  • Sender Email Password: Secure SMTP password / App Password.
  • IMAP Inbound Server: Hostname (e.g. imap.gmail.com), Port (993), Use SSL (True).
  • SMTP Outbound Server: Hostname (e.g. smtp.gmail.com), Port (587), Use TLS (True).

2. AI Document Ingestion & Automation Rules

  • Auto-Create Drafts: Automatically parse attached PDF vendor bills into draft accounting entries.
  • AI Confidence Threshold: Minimum confidence percentage (default: 70%) required before auto-creating draft bills.
  • Processed Email Folder: Target IMAP folder for archived emails (e.g. Processed).
  • Notification Email: Recipient email for processing failure alerts.

3. Connection Test Engine

  • Click Test Connection next to any module config to send a test message and verify SMTP/IMAP credentials.

🤖 Tab 4: AI Office Configuration ('ai-office')

The AI Office Configuration tab sets global vector indexing strategies and fallback AI inference models for your tenant.

1. Vector Store & RAG Chunking Parameters

  • Embedding Model: Configure RAG embedding model parameters.
  • Chunk Size & Overlap: Set document token chunking sizes (default: 1000 tokens with 200 token overlap) for optimal RAG context retrieval.

2. Manual Re-Indexing Engine

  • Manual Re-index Knowledge Base Button: Click Manual Re-index Knowledge Base to trigger background vector store re-indexing across all uploaded files in the AI Knowledge Base. Use when updating multiple policy PDFs or price lists.

3. AI Persona & Fallback Rules

  • Set default model temperature (0.0 for factual strict RAG to 0.7 for creative drafting) and global system fallback guidance.

💬 Tab 5: WhatsApp Integration ('whatsapp')

The WhatsApp Integration tab connects your company profile with the Meta Cloud API for official WhatsApp Business messaging.

1. Meta Cloud API Credentials

  • Meta Phone Number ID: Unique Phone Number ID provided in Meta Business Manager.
  • Meta Permanent Access Token: Write-only system access token for sending outbound WhatsApp API messages.
  • Webhook Verify Token: Custom security secret for validating inbound Meta webhooks.
  • Webhook Callback URL: System-generated URL (https://your-domain/api/whatsapp/webhook/) to copy into Meta App Dashboard.

2. Operational Toggles

  • Enable WhatsApp Integration: Global toggle to activate/deactivate WhatsApp messaging.
  • Manager Notifications: Toggle Notify Manager on Incoming Messages to alert assigned sales managers when customers reply via WhatsApp.

3. Operational Actions & Management

  • Connection Test & Save: Save API credentials with validation checks on the verify token.
  • Purge Chat History: Administrative option to clear stored WhatsApp chat sessions if needed.

💡 Step-by-Step Instructions: Complete Setup Flow

  1. Step 1 (General Info): Upload your company logo, enter legal name and 15-digit UAE TRN (100456789012343), select AED currency, and add bank IBAN details. Click Save Changes.
  2. Step 2 (Email Configs): Expand Sales Processing, enter your SMTP/IMAP credentials, click Test Connection, and save.
  3. Step 3 (WhatsApp): Paste your Meta Phone Number ID and Access Token, copy the Webhook URL to Meta Developer Portal, and save configuration.
  4. Step 4 (AI Office): Click Manual Re-index Knowledge Base to ensure all company SOPs are indexed for AI Office queries!