Operation Settings let you configure how each location operates in Droptop. This includes location details, taxes, invoice and payment options, integrations, servicing settings, and other operational preferences.
Settings are managed separately for each operation, so you can tailor the configuration to meet each location’s needs.
Before you begin
- You’ll need a staff role with access to Settings. If you can’t see the Settings menu, ask your Company admin account holder to make the changes or update your access.
- Changes apply to the operation you have open only, unless you use Use Operation as Template (see below).
- Most changes affect future orders and invoices after you save them. Existing orders are not changed.
How to open Operation Settings
- Click the Settings (gear) icon in the left-hand menu.
- Select the Operations tab. A list of all your operations appears.
- Find the operation you want to update (use Search Operations if you have many) and click Settings in its row.
- You can click on the 11 tabs across the top of the window to move between sections.
On this page
- 1. Operation Details
- 2. Configuration
- 3. Invoicing
- 4. Servicing
- 5. Integrations & Payments
- 6. Payment Types
- 7. Purchase Orders
- 8. Reporting
- 9. Override Codes
- 10. Required Fields
- 11. Meta Data
- Saving your changes
- Using an operation as a template
- Frequently asked questions
1. Operation Details
The basic contact and location information for this operation. This information identifies the location throughout Droptop and appears on customer-facing documents such as order invoices.
| Setting | What it does |
|---|---|
| Operation Name * | The name of this location as it appears in Droptop and on invoices. |
| Address, City, Country, Region, Postal/Zip Code * | The physical address of the operation. Selecting a Country updates the list of available Regions (states / provinces). |
| Phone Number, Email, Website | Optional contact details for the operation. |
Fields marked with an asterisk (*) are required before you can save.
2. Configuration
Core operating settings for the location: how it runs, its units of measurement, bays, till rules, and staff security.
Operation Configuration
| Setting | What it does |
|---|---|
| Currency (Read-Only) | The currency used by this operation. Contact Droptop Support if it needs to be updated. |
| Operation Type | Choose Physical Establishment (Brick & Mortar) for a fixed shop, or Mobile Service (Vehicle Based) if you service vehicles on the road. |
| Organization Type | Classify the location as None, Franchise, or Corporate. This classification is shown on the Operations list. |
| Number of Bays | The number of service bays at this location (0–10). |
| Operation Timezone | Keeps reports and other records in Droptop consistent. Some features rely on the user’s device time, while others require a set timezone. Below the field, Droptop shows the timezone your current device is set to so you can compare. |
| Distance Measurement | Choose KM (Kilometers) or M (Miles). |
| Volume Measurement | The default volume unit used during servicing. Choose L (Liters) or QT (Quarts). |
Bay Names
Give each bay a custom name (for example, “Express Lane”). Leave a bay blank to use its default bay number.
Operation Logo
Upload the logo used for this operation. It will appear on all future order invoices. Square images work best; JPG and PNG files up to 20MB are accepted.
Till Open Requirement for Order Creation
| Setting | What it does |
|---|---|
| Enable Till Open Requirement | When enabled, new orders can’t be created until the till has been switched to Open. |
Till Close Checklist
Items in this checklist are shown to staff when they close the till for the day, before the till record is saved.
Click + Add Checklist Item to add more items.
Each item can also have an Action attached that adds a rule to it:
| Setting | What it does |
|---|---|
| No Action | No action required for this checklist. |
| No Clocked In Staff Allowed | The till can’t be closed while any staff member is still clocked in. |
| No Active Orders Allowed | The till can’t be closed while there are active orders. |
| No Open Payments Allowed | The till can’t be closed while payments are still open. |
| Photo Required | Staff must attach a photo to complete the checklist. |
| Closing Staff Required | The staff member closing the till must be identified. |
IP Restrictions
| Setting | What it does |
|---|---|
| IP Restriction (User Role Levels: 100s) | Users with a role level in the 100s can only log in from a designated network (IP address). |
| IP Restriction (User Role Levels: 200s) | Users with a role level in the 200s can only log in from a designated network (IP address). |
Count Sheets
| Setting | What it does |
|---|---|
| Default Count Sheet Options to YES | When enabled, Count Sheet options default to YES when starting a new inventory count. More information on Count Sheet Options can be found here. |
Staff
| Setting | What it does |
|---|---|
| Require PIN to Clock In/Out | Clocking in or out requires the staff member’s own PIN wherever it happens (Dashboard, Header indicator, Punch List, and Staff profiles). A higher-role user can still clock in a lower-role user without it. |
3. Invoicing
Controls charges, taxes, what appears on your order invoices, and how orders and refunds behave.
Subtotal Charges
Charges applied to the subtotal of every order invoice (after discounts and coupons, before tax), such as a shop supplies or environmental fee. Each charge can be a percentage (%) or a fixed amount ($), and can be marked tax exempt.
Add as many as you need with + Add Subtotal Charge.
Subtotal Charges can also be removed on an individual order.
Tax Configuration
| Setting | What it does |
|---|---|
| Show Recommended Tax Rate | Shows a suggested tax rate for your operation’s location to help you fill in your rates. |
| Fixed Charge Name / Amount | A fixed charge that staff can add to an order subtotal with a single click on the invoice. It can be toggled on or off per order. |
| Tax 1–4 Name and Rate (%) | Up to four taxes applied to orders (for example, GST and PST, or State and County tax). |
Display Options
| Setting | What it does |
|---|---|
| Active Invoice Watermark | Text shown as a watermark over active order invoices until the order is finalized (for example, “ESTIMATE”). |
| Order Invoice Text Area | Text added to the bottom of every future order invoice, such as terms & conditions or authorization clauses. |
| Order Disclosure Statement | Shows a disclosure statement on orders. Setting only visible for shops in Florida, as they may require one on order invoices. |
Accounts Receivable Remit To Address
The address where Accounts Receivable (AR) statement payments for this operation should be sent. It appears on AR statements generated for this operation. Turn on Enable Remit To Address and fill in the Payee / Company Name and address. Email and phone are optional.
Coupons
| Setting | What it does |
|---|---|
| Max # of Coupons Per Invoice (Manual) | The maximum number of coupons staff can manually add to an invoice. Coupons applied automatically through a package’s coupon conditions don’t count. Leave blank to allow any number. |
| Proportional Coupon & Discount Allocation | Splits coupons and discounts proportionally across the taxable and tax-exempt amounts on an invoice, instead of applying them to the taxable amount first. |
Invoice Settings
| Setting | What it does |
|---|---|
| Require Cancel/Void Reason | Staff must enter a reason when cancelling or voiding an order. |
| Hide Order Invoice Text Area | Hides the invoice text area on every future invoice. Can help reduce the number of pages printed. |
| Customers Must Pay (Set Credit Limit to $0) | Customers must pay for orders at the time of servicing. Sets the credit limit to $0 on all new customer profiles going forward. |
| Fleets Must Pay (Set Credit Limit to $0) | Fleets must pay for orders at the time of servicing. Sets the credit limit to $0 on all new Fleet Location profiles going forward. |
| Require Sub-payment Type Selection | A sub-payment type must be selected when paying for an order. |
| Hide Customer Signature Pad | Hides the customer signature pad on every future invoice. Can help reduce pages printed. |
| Hide Company Name | Hides your company name on every future invoice. |
| Add Bay # to Order Invoice | Shows the bay the vehicle was serviced in on the invoice. |
| Allow Predefined Order Invoice Notes | Lets staff add predefined notes to order invoices (up to 25 per order). Notes are created and managed in Company > Invoice Notes. |
| Hide Free Text Notes on Order Invoice | Hides the free text notes field on order invoices. |
Cash Rounding
| Setting | What it does |
|---|---|
| Enable Cash Rounding | Rounds cash payments to the nearest increment. For example, with a 0.05 increment, $0.01–$0.02 rounds down to $0.00 and $0.03–$0.04 rounds up to $0.05. |
| Rounding Increment | Choose how it will be rounded: 0.05 or 0.10. |
| Force Cash Rounding | When enabled, it hides the “Use Exact Amount Instead” button on cash payments, so the rounded amount must always be used. |
Order Automation
| Setting | What it does |
|---|---|
| Auto-Finalize Fully Paid Orders | When an order’s balance reaches $0, it’s finalized automatically and the manual Finalize option during payment is removed. Partially paid orders stay open. |
| Auto-Void Fully Refunded Orders | When every payment on a finalized order is fully refunded, the order is voided automatically. Inventory is not restocked automatically. |
| Only Allow Full Refunds | All payments must be refunded in full. Partial refunds are disabled. |
| Auto-Restock Parts on Refund | Once every payment on an order has been fully refunded, all parts on the order go back into inventory automatically and the manual restock checklist is skipped. Partial refunds don’t restock anything. |
4. Servicing
Controls how staff work on orders during servicing: the default screen, staff assignment, and checklists.
Servicing Configuration
| Setting | What it does |
|---|---|
| Default Servicing View | The view that opens under the Servicing tab: Services View or Packages View. Staff can still switch views on an individual order. |
Servicing Settings
| Setting | What it does |
|---|---|
| Auto-assign Bay Staff | When an order is sent to a bay, the staff from that bay’s previous order (same day) are automatically added to the new order. |
| Only 1 Staff Member Per Position | Only one staff member can be chosen per servicing position on each order. |
| Only Clocked-In Staff for Positions | Only clocked-in staff can be chosen for servicing positions. |
| Allow Copy Order with Old Pricing | Shows the “Copy Order with OLD pricing” button during servicing. |
| Allow Fleet Order Approval Requests | Lets staff request servicing approval for fleet orders from the invoice page. A webhook event with a request ID and order details is sent to your system, which can respond through the Droptop API. Requires Droptop Webhooks. |
| Allow Fleet Custom Field Input Requests | Lets staff request fleet custom field input on an order. Works the same way as approval requests. Requires Droptop Webhooks. |
| Force Reset Servicing Selections on Vehicle Change | When enabled, items selected during servicing (packages, items, etc.) are reset when the details of an existing light vehicle on the order are changed. When disabled, staff can choose to keep their selections. |
Servicing Positions
Create positions that staff can be assigned to on an order (for example, Under Hood or Under Vehicle).
The staff and position assignments appear on the final invoice under Service Technicians.
Tick Required Selection on Invoice? to make a position mandatory.
Click + Add Position to add more.
Finalize Order Checklist
A reminder checklist shown to staff when finalizing an order. Staff must check off all items before the order can be finalized.
For example, you can use this checklist to remind staff to verify tire pressure or complete other final checks.
Enable Hide on Invoice? to keep an item off the printed invoice.
For servicing checklists, use Inspections or Inspection Groups instead.
5. Integrations & Payments
Connect this operation to third-party services for vehicle history, accounting, payments, gift cards, online booking, printing, and fleet authorization.
| Setting | What it does |
|---|---|
| CARFAX | Search for vehicles by plate, view servicing history and recalls, and more. To use it you must accept the CARFAX terms and choose a sharing level. |
| QuickBooks Online | Sends orders to QuickBooks in real time as they’re finalized. Only QuickBooks Online Essentials, Plus or Advanced accounts are supported. Orders without a customer or fleet are not sent to QuickBooks. |
| Stripe Payments | Accept payments inside Droptop using Stripe. You’ll complete the connection in a separate window; fill in all required information. Contact Droptop Support to enable the connection. |
| 360 Payments | Accept terminal-based card payments in Droptop using 360 Payments. Click + 360 POS Terminal to connect your terminal using your 360 Payments credentials. Contact 360 Payments through this link to get started. |
| Gift Up | Accept gift card payments through Gift Up. Enter your Gift Up API key. Contact Gift Up if you can’t find your key. |
| Scheduler App | Droptop’s external booking app, where customers can book and pay for appointments at this operation. Here you’ll find the booking link to share with customers, and you can set the app’s main color and the terms & conditions shown on its summary page. |
| QZ Tray Network IP | By default, QZ Tray connects to the device you’re using Droptop on. Enter a local network IP to print from a specific computer instead. |
| QZ Tray Protocol | HTTP (default; ports 8182, 8283, 8384, 8485) or HTTPS (ports 8181, 8282, 8383, 8484). |
| Use QZ Tray Certificate Signing | Enable only if each device runs the official QZ Tray installer with the Droptop signing certificate installed. This allows printing without security pop-ups. Leave it off if you use the standard QZ Tray installer (v2.1.6) |
| Auto Integrate Shop ID / Enable Auto Integrate | Enter the Shop ID that identifies this operation with Auto Integrate, then enable it for automated repair order submission and authorization of fleet vehicles directly in Droptop. |
6. Payment Types
Payment types (for example, Cash, Credit Card, Account) are set at the company level and shared by all operations by default.
Each payment type is available for customers or fleets and can have sub-payment types.
| Setting | What it does |
|---|---|
| Override company payment types | When off, this operation uses the company’s payment types. Turn it on to set payment types specific to this operation. |
7. Purchase Orders
Settings for purchase orders (POs) used to order parts and inventory from vendors.
| Setting | What it does |
|---|---|
| Use PO Approvals | Adds the ability to approve or reject pending Draft POs. Give specific staff approval rights in the Staff page. |
| Remove Tax from POs | Removes tax from future purchase orders. |
| Maintain Minimum Order Qty | Controls whether replenishable parts with 0 On Hand, 0 On Order and 0 sales should re-order 1 quantity. Yes orders 1; No orders nothing. |
8. Reporting
Settings that change how this operation’s data appears in reports.
| Setting | What it does |
|---|---|
| Base Order Total | Enter a dollar amount to add data points to your full reports that only include orders above that amount. This can be toggled on or off for each report. |
9. Override Codes
Override codes are passwords staff must enter before performing sensitive actions.
Share them only with managers or staff who should be able to perform these actions.
| Setting | What it does |
|---|---|
| Refunding Code | Required to perform refunds. |
| Voiding Code | Required to void orders. |
| Cancelling Code | Required to cancel orders. |
| Discount Field Code | Required to apply a discount on a customer or fleet profile. |
| Payment Terms Field Code | Required to apply payment terms on a customer or fleet profile. |
| Credit Limit Field Code | Required to apply a credit limit on a customer or fleet profile. |
| Staff Payroll Code | Required to add or modify staff payroll records. |
| Coupon Override Code | Required to force an invalid coupon onto an order. For single-use coupon codes, a Parent Coupon Code must be added to the coupon for this to work. |
10. Required Fields
Choose which fields staff must fill in when creating or editing profiles. Requiring the right fields keeps your customer data complete for marketing, reminders and invoicing.
| Setting | What it does |
|---|---|
| Customer Required Fields | Email, Phone Number, Address, Country, Region, City, Postal/Zip Code. |
| Fleet Company Required Fields | Email, Phone Number, Postal/Zip Code. |
| Fleet Location Required Fields | Email, Phone Number, Postal/Zip Code. |
11. Meta Data
Metadata allows you to store additional information about customers, fleets, staff, and other records that isn't already captured by a standard Droptop field. It is useful for tracking custom information specific to your business or workflows. Metadata is not directly viewable within the Droptop interface but can be accessed through the API and shared with external systems for reporting, integrations, or other purposes.
Click Add Meta Data Entry to add an entry.
Saving your changes
- Make your changes on any of the tabs.
- (Optional) Turn on Refresh Active Staff Sessions next to the Save button.
- Click Save. Amessage confirms your changes. Click Cancel to discard them.
Using an operation as a template
Many sections include a Use Operation as Template button. Use it to copy that section’s settings from this operation to your other operations, so you don’t have to set up each location from scratch. This is especially helpful when opening a new location.
Frequently Asked Questions
I changed a setting but staff don’t see it yet.
Staff who are already logged in may need to log out and back in. Save again with Refresh Active Staff Sessions turned on to do this for everyone at once.
Can I change my operation’s currency?
Currency is read-only. Contact Droptop Support to change it.
How to add a new operation?
Contact Droptop Support with the details of the new operation and request its setup. For pricing information, see our pricing details here.
Still need help? Contact Droptop Support via live chat or reach out via email at support@droptop.io
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