Getting started
Organizations & onboarding
Everything in CrowPrime belongs to an organization: connections, products, orders, invoices, reports and chat history. Getting the organization record right up front prevents rework in invoicing and VAT reporting later.
On this page
The organization model
An organization is an isolated workspace. Data never crosses organization boundaries, and every request is scoped by the active organization of the signed-in member. A user account may hold memberships in several organizations — useful for agencies and accountants.
- The creator of an organization becomes its Owner.
- Billing, plan limits and account status are properties of the organization, not the user.
- Connections are bound to the organization; disconnecting affects everyone in it.
- How many organizations you can join depends on your plan: Essential 1, Professional 2, Enterprise unlimited.
Onboarding wizard
You pick a plan first (including the trial), then the wizard walks you through two steps. Both steps can be resumed later; nothing is lost if you drop out mid-way.
- 1
Your details
Your personal profile: full name (required), plus optional birth date, phone, street, city, postal code and country. This identifies you as a member and is used for account notices.
- 2
Company setup
Either create a company or accept a pending invitation. Creating a company collects the legal record — company name, currency, contact email and phone, legal form, VAT ID, tax number, commercial register number, IBAN/BIC and address — and requires uploading a verification document. German organizations can additionally opt into the Kleinunternehmer rule (§19 UStG) right here, and German companies get e-invoicing (ZUGFeRD/XRechnung) enabled automatically.
Note
The invoice number prefix is not part of onboarding. It lives in Company settings and only applies to organizations that use native CrowPrime invoicing (Enterprise).
Company verification
After you submit the company form you land on a pending-verification screen. A CrowPrime administrator reviews the uploaded document and either approves or rejects the company with notes. Only approved organizations can be switched into and used normally — the organization switcher blocks pending companies. If a verification upload fails, the half-created organization is rolled back automatically so you can simply try again.
Company settings reference
Company settings (Owner and Admin) are organized into sections. The most relevant controls:
| Setting | Section | Notes |
|---|---|---|
| Auto-decrement stock on fulfillment | Inventory & stock | On by default; stock is deducted once when an order is imported |
| Auto-restock on cancellation | Inventory & stock | Off by default; returned units re-enter stock through the returns flow instead |
| Allow negative inventory | Inventory & stock | Off by default; when off, stock floors at zero instead of going negative |
| Pick-list barcode scanning | Inventory & stock | On by default; enables scan-to-verify in picking and packing |
| Fast return process | Orders & returns | Off by default; when on, receiving a return offers immediate restock |
| Block unknown SKU inbound | Orders & returns | Off by default; when on, inbound lines without a matching product are held |
| Auto-archive orders after N days | Orders & returns | Optional; archived orders drop out of the default order views |
| Invoice prefix | Invoices & customers | Enterprise native invoicing only; sequence grows monotonically per environment |
| Customer invoice link | Invoices & customers | Enterprise native invoicing only; buyers open invoices via a protected link |
| Auto-send invoice email | Invoices & customers | Requires an explicit cost confirmation before enabling |
| Kleinunternehmer (§19) | Tax | German organizations only; requires confirming the statutory thresholds |
| AI data access | Organization | On by default; switches whether Crow AI may read organization data |
Auto-decrement stock on fulfillment
- Section
- Inventory & stock
- Notes
- On by default; stock is deducted once when an order is imported
Auto-restock on cancellation
- Section
- Inventory & stock
- Notes
- Off by default; returned units re-enter stock through the returns flow instead
Allow negative inventory
- Section
- Inventory & stock
- Notes
- Off by default; when off, stock floors at zero instead of going negative
Pick-list barcode scanning
- Section
- Inventory & stock
- Notes
- On by default; enables scan-to-verify in picking and packing
Fast return process
- Section
- Orders & returns
- Notes
- Off by default; when on, receiving a return offers immediate restock
Block unknown SKU inbound
- Section
- Orders & returns
- Notes
- Off by default; when on, inbound lines without a matching product are held
Auto-archive orders after N days
- Section
- Orders & returns
- Notes
- Optional; archived orders drop out of the default order views
Invoice prefix
- Section
- Invoices & customers
- Notes
- Enterprise native invoicing only; sequence grows monotonically per environment
Customer invoice link
- Section
- Invoices & customers
- Notes
- Enterprise native invoicing only; buyers open invoices via a protected link
Auto-send invoice email
- Section
- Invoices & customers
- Notes
- Requires an explicit cost confirmation before enabling
Kleinunternehmer (§19)
- Section
- Tax
- Notes
- German organizations only; requires confirming the statutory thresholds
AI data access
- Section
- Organization
- Notes
- On by default; switches whether Crow AI may read organization data
Working with multiple organizations
Use the organization switcher in the header to change context. The switcher lists every organization you are a member of together with your role in each, and remembers your last selection per browser. Creating an additional organization starts a fresh onboarding wizard and its own subscription; your plan caps how many organizations you can join (Essential 1, Professional 2, Enterprise unlimited).
Leaving an organization
- Members can leave an organization from the organization switcher; you must type the company name to confirm.
- The last remaining Admin cannot leave — promote another Admin first.
- Leaving also removes any pending invitations issued to your email address.
- Individual account deletion is handled from Settings → Security → GDPR; fiscal records of organizations you belonged to are retained as required by law.
Note
There is no self-service “close organization” action. If you need an organization decommissioned, contact support after exporting your financial records.