Frequently asked questions
Login and access
Should I log in with an email or a username?
With your login. In the "Login" field on the login page enter the login from the email you received when the account was created, then your password. For an administrator who registered the company themselves, the login is their email.
I was asked for a 4-digit code when logging in — what is that?
That is email confirmation. If your email has not been confirmed yet, after you enter your username and password the system sends an email with a 4-digit code and opens the "Confirm email" screen. Enter the code — it is verified automatically. If the code doesn't arrive, click "Resend code" (available after 60 seconds) and check your "Spam" folder. Details are in Login and roles.
Where do I get a password to log in?
You set it yourself. When your company administrator creates your account, you receive an email with your login and a "Set password" button («Задать пароль»). The link is valid for 7 days and works only once. If there is no email or the link has expired, click "Forgot password?" on the login page or ask your administrator to send the link again. Details are in Login and roles.
I forgot my password. What should I do?
Click "Forgot password?" on the login page and enter your login or email — you will receive an email with a link to set a new password. Details are in Login and roles.
How do I change my password?
Click your profile in the top-right corner → "Profile" → "Change password": enter your current password, then the new one and repeat it. In the mobile version — Settings → "Password". After the change, you will receive a "Password changed" email.
Can I register on my own?
It depends on what you are registering:
- Yourself as an employee of an existing company — no. The company administrator sets you up.
- A new company — yes. The "Sign up" button on the login page creates a new company together with its administrator account. This is for those starting with LogiFlow from scratch. After registration you will need to confirm your email with a code.
How do I log out or switch users?
Click your profile (the avatar with your name in the top-right corner) — the "My Account" menu will open with the items "Profile" and "Logout". There is no separate "switch user" command: to log in under a different account, click "Logout" and sign in again with the username and password you need.
Can I work from a mobile browser?
Yes. When you log in from a phone, the mobile version (/mobile) with a simplified interface opens automatically — convenient for work at the warehouse. The old address /mobile-front redirects to /mobile. For full-scale work with finances and analytics, the desktop is more convenient.
Is English supported?
The system interface switches between Russian and English — the language switcher is in the top-right corner. This user guide is still mainly in Russian: the English translation is in progress. If you urgently need a section in English, write to support.
Interface and appearance
How do I change the color scheme (theme) of the interface?
Open Settings → the "Documents and UI" area → "Theme". On the "Color Scheme" page pick a preset scheme — Default, Purple, Teal, Warm Amber, Indigo, Crimson, or Emerald — or click "Customize colors" and set your own colors (primary, secondary, info, success, error). The "Theme" section is available to all roles. Separately, the light and dark theme is switched by the toggle in the top-right corner of the screen. Details — Theme and color scheme.
I changed the colors, but they are not there on another computer. Why?
Theme settings (mode, color scheme, custom colors) are stored locally in your browser and are personal: they do not carry over to another device or another browser, are not applied to other employees, and are reset when browser data is cleared. This is interface appearance, not a company setting, so it is not saved on the server. On a phone (/mobile) there is a separate, independent theme.
Requests and shipments
Can I create a shipment without a request?
Yes. In the Shipments section click New shipment directly. This is convenient when the vehicle is arranged in advance or recorded after the fact; requests can be attached to the shipment later.
Can I attach one request to several shipments at once?
No. At any given moment a request is attached to at most one shipment. If a client's cargo was physically split across several vehicles, create a separate request for each part and attach each one to its own shipment.
Can one shipment carry the cargo of several clients?
Yes. Many requests can be attached to one shipment — this is the standard consolidated transportation scenario.
There are several carriers in a shipment — how do I set that up?
Use multimodal transportation: one shipment with several legs, each leg having its own carrier. See Multimodal transportation.
How do I check whether a request has been paid?
The Requests table has a "Bill" column with an indicator icon (the caption appears on hover): grey — no bill issued, blue — issued but not paid, a green check mark — paid. Clicking the icon opens the "Payments for the request" window with the list of bills and payments. The billed amount and the outstanding balance are shown by the "Bill total" and "Debt" columns (available to the administrator and the head; a debt greater than zero is shown in red). The "Bill" column is visible to all roles except the warehouse worker. You can select requests by payment state with the "Bill" filter ("not issued" / "not paid" / "paid"). Details — Is the request paid: the "Bill" column.
How do I find requests by cargo description (for example, only spare parts)?
Use the text filter on the description: in the Requests section click "Filters", choose the "Description" column, and enter a word — for example, Spare parts. Only requests that contain this word in the description will remain (the search is by substring and triggers as you type). A quick alternative is the search box above the table. The filter works on whatever is typed into the request's "Description" field, so the result depends on how consistently managers fill it in. Details — Search and filters for requests.
How do I find requests not linked to any shipment?
In the Requests section click "Filters", choose the "Shipment" column, and tick the option "No shipment" — only requests not yet assigned to a run will remain. This is convenient for collecting them into a consolidated truck: tick such requests with the checkboxes and link them to the shipment you need via "Change statuses and shipments". Details — Search and filters for requests.
How do I look at the cargo (requests) of a particular client?
In the Requests section click "Filters", choose the "Client" column, and tick the client you need (the list has a search by name) — the table will show only their requests. You can add more filters (for example, by status or date). Similarly, Finances has a "Counterparty" filter — operations for a client/counterparty. There is no direct "by client" filter in the Shipments section: a client's shipments are viewed through their requests. Details — Search and filters for requests and Tables and filters.
How do I see the total weight, volume, or amount across several requests?
Tick the requests you need with the checkboxes (the checkbox in the "Number" column) — a summary panel will appear above the table: the number selected, the total places, weight, and volume (declared and actual), and for the administrator and the head also "Bills" and "Debt". Important: only the requests on the current page of the list are summed — if the ones you need do not fit, increase the page size (15/30/50/100) or apply filters. Details — Summary for selected requests. The same panel exists in the Finances section (amount and balance for the selected operations).
I made a mistake with a status — can I go back?
Yes, the status changes in any direction. There are no hard restrictions on transitions (it depends on the company's settings). Just pick the status you need from the dropdown list. See Statuses.
Who can create and delete requests?
Requests are created by the manager (inside the company) and the client (their own requests). The warehouse worker updates only statuses and comments. The administrator and the head see requests, but it is the manager who creates and edits them. Details are in the Permission matrix.
Should I delete or cancel a request?
Cancel — move the request to a final "cancelled" status (if such a status has been added by the administrator in Settings → Request statuses). The history and related documents remain. The standard set of statuses has no separate "cancelled" — you need to create it yourself. Delete — only if the record was created by mistake (a test record, a duplicate). Deletion is irreversible.
How do I change a request's warehouse number?
The warehouse number is changed by editing the request. Open the request (or right-click → Edit), and on the "Information" tab in the "Main" block find the "Warehouse number" field — that is the warehouse number (the same "Warehouse number" column in the table). Enter a new value and click "Save". Unlike the creation date and the request number, the warehouse number is entered and edited manually.
Can I change a request's creation date?
No. The creation date is set by the system automatically at the moment the request is made and is not editable manually — it is a mark of when the record appeared in the system.
If what you need is delivery dates rather than the moment the record was created, look at them on the shipment the request is linked to:
- Planned delivery date — entered manually and shows when the cargo is expected at the recipient.
- Actual delivery date — filled in manually when the shipment has arrived; the warehouse worker can edit it.
More details are in the Shipments section. A request by itself does not store delivery dates.
The same rule applies to a shipment and a financial operation — their creation date is also set by the system automatically. A financial operation has a separate "Payment date" field for back-dating, which can be set manually (see Operations); this does not change the record's creation date itself.
Can a deleted request, operation, or file be restored?
No. Deletion in LogiFlow is irreversible — there is no trash bin and no restore. This applies to requests, shipments, financial operations, and files. So delete records only if they were created by mistake (a test, a duplicate); if a record has been processed but is no longer needed, cancel it with a status or deactivate the reference entry instead of deleting. Server-side backups are intended for disaster recovery of the system, not for rolling back an individual deleted record.
Can I change a shipment number?
Yes. A shipment number is entered manually at creation and can be corrected when editing the shipment (available to the manager and above). Unlike the request number, which is assigned automatically, the run number is set by you. The system does not require the shipment number to be unique, so keep an eye on that yourself so runs don't get mixed up.
Tariffs and shipment calculation
How do I calculate a transportation cost?
Calculation, costing, estimate, quotation, pricing — in LogiFlow all of this is one section: Shipment calculation (the menu item on the left, with the calculator icon). It calculates the transportation cost by tariff and shows how the amount was arrived at.
Two ways:
- From a request — the request already exists, and weight and volume are taken from it.
- Without a request — the client asks "how much for 300 kg to Almaty": weight and volume are entered by hand, no request is needed. A consignment of several places can be calculated from dimensions in the "Calculate from places" block.
Step by step — Shipment calculation. For the amount to make it into a document, the tariff must be selected in the request itself — see Tariff in a request and a bill.
How does the "Tariff" in a request differ from the "Pricing plan" in Settings?
These are different things. A Tariff is your rate for transportation ("1,200 EUR per 100 kg"); it is maintained in the Shipment calculation → Tariffs section and is used in requests and bills. A Pricing plan is the payment plan for the LogiFlow service itself (Starter / Team / Business); it is in Settings → Billing.
Who can create tariffs?
Tariffs can be created, changed, and deleted by the administrator and the head. The manager and the client can see the reference and calculate using tariffs, but do not edit them. The section is unavailable to the warehouse worker.
Will the client see all my tariffs?
No. The client sees only:
- tariffs with the "Public" flag enabled — your open price list;
- tariffs set by the manager in this client's requests — they see the rate for their own cargo in the request card anyway.
The "Public" flag is off by default, including for all tariffs created before this capability appeared. That is, after the update clients did not see anything beyond what was already in their requests. Details — What the client sees.
How do I open part of the price list to clients?
Open the tariffs reference (the Shipment calculation section → the "Tariffs" button), edit the tariff you need, and enable the "Public" flag. The flag is available to the administrator and the head. From that moment the tariff is visible to all clients of the company — including those who have not yet shipped anything on that route — so individual and contractual rates should not be made public.
I changed a rate in the reference — will old requests and bills be recalculated?
No. When a tariff is selected in a request, its terms are frozen (a snapshot), and bills are calculated from them. To apply the new terms, select the tariff in the request again — see Tariff terms snapshot.
Why did the calculation use more kilograms than the cargo weighs?
The tariff has volumetric weight enabled: the larger of "physical weight" and "volume × factor" is used. Both values are shown in the result card — see Shipment calculation.
The "Add by tariff" button in a bill is inactive. Why?
Hover over it — the tooltip will name the reason: no request selected, the request has no tariff, the tariff service is unavailable, or the currency of the tariff service does not match the bill currency. All four cases are covered in Bill item by tariff.
The calculation says "No EUR rate set for …"
Exchange rates are entered manually. Add a rate for the date you need in Settings → Currencies → Exchange rates (details). The system does not calculate "one to one" and does not invent the amount.
Finances
I created an operation, but the balance did not change. Why?
Most likely the operation has not been posted. In LogiFlow an operation affects balances only after you click "Post". See What "post" means.
Who works with the finances?
Full financial accounting is run by the administrator and the head — they have both "Finances" and "Balance". The client also sees the "Finances" section, but only their own operations: the bills for their requests and their payments; they have no "Balance" section. The manager and the warehouse worker have neither. See the Permission matrix.
What should I do if the amount in analytics does not match the amount in operations?
Check the "Posted" filter. Analytics counts only posted operations, while the operations list may also show drafts. Turn on "posted only" and the numbers will match.
Can a posted operation be changed?
Only by cancelling the posting. Click Cancel posting — balances return to their previous values. Then correct the operation and post it again. Without unposting you can change only the payment due date and the comment (quick due date change). A bill with a signed T5 cannot be unposted. If the operation has already made it into submitted accounting reports, correct it with a new reversing operation rather than by editing the old one. See Cancelling a posting.
How do I record a payment from a client?
Create a financial operation with document type "Payment" and operation type "Receipt". Set the client as the counterparty. Post it. The client's debt will decrease by the payment amount.
Is multi-currency supported?
Yes. Every operation and every bill has its own currency. In analytics amounts are converted to the company's base currency at the rate for the operation's date.
Can I change the currency of an account/cash register after it has been created?
Technically an account's currency field is editable, but you should not change the currency of an account that already has posted operations — this will distort its balance and history. The correct approach is to create a separate account/cash register for each currency. The currency of a specific operation must then match the currency of the selected account. See Accounts and cash registers.
Analytics
What is DSO?
DSO (Days Sales Outstanding) is the average receivables collection period in days. The lower it is, the faster clients pay. Details — Analytics glossary.
I see a "Survivorship warning" in a report — what is that?
It is a warning that the report may be skewed in a positive direction, because shipments that have not been closed yet (and may be problematic) did not make it into the sample. Keep this in mind when drawing conclusions.
Can I build a report for the previous year?
Yes, specify a custom range in the period selector. The report will be built from any archived data available in the system.
How do I export data to Excel?
Export is available in the data tables — "Requests", "Shipments", "Finances". The CSV and XLSX buttons are in the bottom bar of the table. The whole current list is exported, taking the applied filters into account; the file contains the visible columns (in "Finances" — a fixed set of columns).
The Analytics section has no Excel export button — reports and charts there are viewed on screen. If you need the underlying data, export it from the corresponding table ("Requests", "Shipments", or "Finances").
Files
What is the maximum file size?
The limit depends on the file category, it is not a single number: images (JPG, PNG, GIF, BMP, TIFF, WEBP) — 10 MB, documents (PDF, DOC, DOCX, XLS, XLSX, PPT, PPTX) — 25 MB, archives (ZIP, RAR, 7Z) — 100 MB, other allowed types — 50 MB. An upload dialog may show its own approximate ceiling, but the server-side category limits are what decide. See Files.
Can I share a file with someone outside the system?
LogiFlow does not provide a direct link to a file (this is done for security). Download the file and send it the usual way.
Are files stored securely?
Yes. Files are stored in secure storage with an access check on every download. Direct links do not work.
Notifications
Why am I not receiving emails?
Check: 1) the "Spam" folder; 2) the notification settings in your profile — the type may be disabled; 3) that the email in your account is current; 4) with the administrator — whether the mail service for sending emails is working.
I don't want to receive emails about certain events.
In your profile → Notifications, disable the specific types. Some notifications are marked as critical — they cannot be disabled and are always delivered.
LogiFlow billing and subscription
Why can't I create a request or save changes?
If everything at once stopped saving, the company is most likely in read-only mode: the subscription is suspended or the contract is terminated. The sign: a "Read only" («Только чтение») badge next to the company name in the top bar; a client sees a "Changing data is temporarily unavailable" strip with your company's phone number. Viewing and exports keep working, any changes do not. A zero balance by itself does not restrict work. How to get access back — Billing and subscription.
If only one thing fails to save while the rest works, billing is not the cause — check permissions and required fields, see Troubleshooting.
How long is the trial period?
14 days from the completion of the company's initial setup. During the trial everything is available, and the balance may be zero. A notification arrives 3 days and 1 day before it ends. When the trial is over: with auto-renewal on and enough money on the balance, the paid subscription starts; otherwise, with money left on the balance the subscription is suspended, and with a zero balance the contract is terminated. Details — Trial period.
Do clients count towards the tariff user limit?
No. Users with the "client" role are counted neither in the user limit nor in the tariff price. You pay only for company staff — administrators, heads, managers, warehouse workers. Create accounts for your clients without looking back at the tariff.
How do I top up the LogiFlow account balance?
With an invoice: Settings → Finances → Billing → "Request an invoice" («Запросить счёт») (administrator and head). The invoice with a PDF is issued immediately and arrives by email; pay it by bank transfer. The money appears on the balance once the payment reaches LogiFlow — not instantly. Details — How to top up the balance.
What happens if there is not enough money for the renewal?
Work does not stop: a grace period of 7 days with full access begins. A top-up after which there is enough money renews the subscription immediately. If it is not renewed within 7 days: with money left on the balance the subscription is suspended, with a zero balance the contract is terminated. In both cases read-only mode is switched on. Details — Grace period.
Who in the company sees billing and who can change the plan?
The Settings → Finances → Billing tab is visible to the administrator and the head — both change the plan, request invoices, renew and resume the subscription. The manager, the warehouse worker and the client do not see the tab.
How do I change the plan?
Settings → Finances → Billing → "Change tariff" («Сменить тариф»). An upgrade takes effect immediately, with a surcharge for the days left in the period; a downgrade takes effect from the start of the next period, provided the staff and files fit into the new plan's limits. During the trial — immediately and free of charge. Details — Changing the plan.
Administration
How many users can I create?
It depends on your pricing plan. The current count and the limit are visible in Settings → Finances → Billing. Clients are not counted towards the limit — only active company staff are. On a scalable plan a staff member above the limit can be added with a surcharge for the seat — see Plan limits.
Can I transfer the administrator role to another employee?
Yes. Create/update your colleague's account with the "Administrator" role, make sure they can log in, and then lower your own role or hand over your tasks.
Can an employee be deleted?
Yes, but the system protects against data loss: deletion will not go through if the employee is linked to records (named as the manager/client on requests, involved in operations, has a balance, or created shipments), and the last administrator of a company cannot be deleted either. For an employee who has left, deactivation is the better option (clear the "Active" checkbox): they lose access, while their past actions and records are preserved. Details — Users and roles.
Can I delete a client or a counterparty that has operations?
No. If a client or a counterparty already has financial operations or a non-zero balance (for a client — also requests/shipments), the system will not let you delete them. This is protection for the related data. Leave the party in the reference if it is no longer needed; deletion is available only for records created by mistake and is irreversible.
How do I make a backup of the data?
Backups are made automatically on the server side. The administrator downloads their own copy of all company data: Settings → Users and system → Data export → "Download all data" («Скачать все данные») — a ZIP archive with Excel tables and files. Details — Exporting all data.
What's next
If your question is not here, write to support: support@logiflow.ru or take a look at Troubleshooting.