Administration

# Configure finance, AI, portal and fleet settings

Set the default tax rate and invoice approvals, choose the AI provider, decide what customers see in the portal and tune compliance and telemetry.

Updated 4 October 2026

**Who can do this:** Role level 1000 or higher (internal users only).

These sections of the platform settings cover finance, artificial intelligence, the customer portal and your fleet. Open them in **Settings** \> **Environment**, change what you need and click **Save** at the bottom of the page.

## Financial

* **Default tax rate**: the tax rate new lines get. Only active tax rates can be chosen. See [Tax rates](/en/help/tax-rates).
* **Enable invoice approval flow**: invoices must be approved before they are processed. See [Incoming invoices and approvals](/en/help/incoming-invoices-and-approvals).
* **Only show users invoices for their team**: users only see invoices of their own team. See [Organise users in teams](/en/help/teams).

## AI

* **AI provider**: **OpenAI**, **Google Gemini** or **Anthropic Claude**, used for all AI functions of the platform, such as reading orders, invoices and quotes from documents and chat assistance.
* **AI model**: a specific model of that provider, or the provider default. Models marked deprecated are being phased out.
* **Only use existing businesses (AI never creates new ones)** and **Only use existing locations (AI never creates new ones)**: when AI cannot match a customer or address to an existing one, it leaves it out instead of creating a new one.

## Customer portal

1. Open the **Customer portal** section.
2. Switch on **Enable customer portal**.
3. Choose what customers see: **Show orders**, **Show quotes**, **Show invoices**, **Show documents**, **Show live tracking**, **Show notifications**, **Show order request**, **Show settings** and **Show chat**.
4. Set **Location visibility in portal**: **Own locations only**, **All locations, address without name** or **All locations**.
5. Switch on **Anonymise other customers' data on shared trips** if trips combine goods of several customers.
6. Click **Save**.

See [Customer portal](/en/help/customer-portal) for how customers use it.

## Compliance

Switch on **Enable posting detection** and **Enable cabotage alerts**, and set the **Default posting validity (months)**, **Max cabotage trips per period**, **Certificate expiry warning (days)** and **Posting rules**. See [Compliance](/en/help/compliance).

## Energy

For electric and alternative-fuel vehicles: **Automatically plan energy stops**, the **Energy safety margin (%)**, the **Default consumption per km** and your **Preferred providers**.

## Bulk edit

**Enable bulk edit** to let planners change several orders at once, and decide what they may change: **Allow editing action time windows**, **Allow editing status** and **Allow editing assignment**. **Max orders per bulk edit** limits the selection.

## Fleet management (FMS) and Driving style

* Vehicle-issue alerts: **Enable vehicle-issue alerts** with limits such as **Max engine temperature (°C)**, **Min fuel level (%)** and **Min battery voltage (V)**.
* Fuel: **Alert on sudden fuel-level drops while parked (theft detection)**, the fuel price for cost reports and the estimated idling fuel burn.
* Sensors and geofences: **Alert when a sensor stops reporting**, **Alert when vehicles enter or leave geofences** and default cargo temperature bounds.
* Tachograph: **Update chauffeur driving times from tacho telemetry** with the driving limits and the tacho time zone.
* **Driving style**: thresholds for harsh acceleration, harsh braking, over-speeding and idling, and the penalty each one adds to a driver's score.

See [Sensors](/en/help/sensors) and [Fleet FMS view](/en/help/fleet-fms-view).

## Related articles

* [Configure your environment](/en/help/platform-settings)
* [Set up the customer portal](/en/help/customer-portal)
* [Incoming invoices and approvals](/en/help/incoming-invoices-and-approvals)
* [Monitor compliance](/en/help/compliance)

## Still need help?

Our support team is happy to answer any question about Transportial.

[Contact support](/en/contact)[Report an issue](/en/report-issue)

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Canonical page: https://transportial.com/en/help/platform-finance-ai-and-fleet-settings