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faq [2026/05/11 06:05] – [Staff & Sub-Users] chillhubadminfaq [2026/10/01 08:56] (current) – chillhubadmin
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 ++++ How many decimal places does Chillhub support? | ++++ How many decimal places does Chillhub support? |
 Chillhub supports different decimal precision depending on the field: Chillhub supports different decimal precision depending on the field:
-  * Purchase Invoice Item Unit Price - up to **6 decimal places**+  * Purchase Invoice Item Unit Cost - up to **6 decimal places**
   * Item quantities - up to **4 decimal places**   * Item quantities - up to **4 decimal places**
   * Monetary fields (totals, amounts) - up to **2 decimal places**   * Monetary fields (totals, amounts) - up to **2 decimal places**
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   * Go to Quotation Page   * Go to Quotation Page
-  * click the Options {{mdi>dots-horizontal?24}} button on the confirmed quotation+  * click the Options {{mdi>dots-horizontal}} button on the confirmed quotation
   * Choose:   * Choose:
     * **Create/Edit Sales Order** for confirmed orders, or     * **Create/Edit Sales Order** for confirmed orders, or
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 ++++ What is the difference between total revenue, total billed, total unbilled, and total sales in Dashboard? | ++++ What is the difference between total revenue, total billed, total unbilled, and total sales in Dashboard? |
 **Monthly Sales Metrics** **Monthly Sales Metrics**
-  * **Total Billed** = Total billed invoices and their adjustments (Credit/Debit Notes) +  * **Total Billed** = Total billed invoices and their adjustments (Credit/Debit Notes), including Sales and Service Tax 
-  * **Total Unbilled** = Sales Orders where invoices have not yet been issued+  * **Total Unbilled** = Sales Orders where invoices have not yet been issued, including Sales and Service Tax
   * **Total Sales** = Total Billed + Total Unbilled   * **Total Sales** = Total Billed + Total Unbilled
 **Monthly Financial Metrics** **Monthly Financial Metrics**
-  * **Total Revenue** = Total Billed Invoice + Credit & Debit Notes + Other Income within the selected month.+  * **Total Revenue** = Total Billed Invoice + Credit & Debit Notes + Other Income within the selected month, excluding Sales and Service Tax
  
 **Note**: **Note**:
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 ===== Purchase ===== ===== Purchase =====
    
-++++ If I receive a purchase invoice from a supplier, should I key it in via the purchase invoice module or as an expense under "cost of goods sold"? | +++++ If I receive a purchase invoice from a supplier, should I key it in via the purchase invoice module or as an expense module | 
-  + 
-It depends on whether the item is inventory-related or not: +It depends on whether the item is inventory-related or not — though the Purchase module can now handle both: 
-  * If it is **inventory-related** (stock items): +  * If it is **inventory-related** (stock items), key it using the **Purchase module**:
-    * Key it using the **Purchase module**+
     * **Purchase Delivery and Replenish**     * **Purchase Delivery and Replenish**
       * Item quantity will be added to **Quantity on Hand** in inventory       * Item quantity will be added to **Quantity on Hand** in inventory
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       * Item unit cost will be posted to the **Inventory Account**       * Item unit cost will be posted to the **Inventory Account**
       * When sales occur, cost will be recognised under **Cost of Goods Sold (COGS)** using FIFO (First-In, First-Out) valuation       * When sales occur, cost will be recognised under **Cost of Goods Sold (COGS)** using FIFO (First-In, First-Out) valuation
-  * If it is **non-inventory related** (non stock items): +  * If it is **non-inventory related** (non-stock items, services, or general expenses), you can key it into either module: 
-    * Key it into the **Expenses module** +    * **Purchase module**: Select item type **Service**, **Product Type**, or **Custom**, and set an **Expense Account** — the amount posts directly to that account instead of inventory. 
-    * Record it under Cost of Goods Sold (COGS) or the relevant expense account +    * **Expenses module**: Record it under the relevant expense account. 
- +  * Choosing the **Purchase module** also gives you features the Expenses module doesn't have: 
 +    * **Purchase Order document generation** — issue a formal PO to the supplier before the goods/services are delivered or invoiced. 
 +    * **Partial delivery tracking** — record goods received over multiple shipments against the same PO. 
 +    * **Partial payment tracking** — record and allocate multiple payments against the same invoice over time. 
 +  * //If you don't need these document-tracking features and just want to log a one-off cost quickly, the Expenses module remains the simpler option.// 
 ++++ ++++
-  +
-++++ How to record purchase orders, purchase delivery and purchase invoices? | +
-**Step 1: Create Purchase Order (Procurement & Purchasing Team)** +
-  - Go to Purchase Order Page +
-  - Click + **New** +
-  - Enter Order Date and Supplier information.  +
-  - Go to **Items** tab, click the **New** button +
-  - Select products and enter quantity and price +
-  - Once all items are added, click **View Document** and send it to the supplier. +
-  - Save the Purchase Order +
-  +
-**Step 2: Record Stock Arrival (Warehouse Team)** +
-\\ When stock arrives: +
-  - Click {{mdi>pencil?24}} button for the specific purchase order +
-  - Go to **Delivery** tab +
-  - Click the + **New** button +
-  - Enter **Delivery Note No.** and **Delivery Date** from the supplier delivery notes +
-  - Enter **Quantity to Deliver** for each received item. +
-  - Select a warehouse in **Auto Replenish To** to automatically increase the quantity on hand to the selected warehouse. +
-    * Alternatively, replenishment can be done via the Replenishment page, which supports multiple warehouse selection and barcode scanning +
-  - Click the Apply button +
-  - Save the Purchase Order +
-  +
-**Step 3: Key in Purchase Invoice (Finance Team)** +
-\\ When supplier invoice arrives: +
-  - Click {{mdi>pencil?24}} button for the specific purchase order +
-  - Go to **Invoice** tab +
-  - Click the + **New** button +
-  - In General Tab, enter Supplier **Invoice No.**, **Invoice Date** +
-  - In Items Tab, enter **Quantity** and **Unit Price** for each item invoiced. +
-    * Any additional charges or taxes should be allocated into the unit price so that the total matches the invoice amount.  +
-    * The item unit price will be used as the **unit cost**. +
-  - Click the Apply button +
-  - Save the Purchase Order +
-++++ +
- +
 ++++ What are the difference between purchase order, purchase delivery and purchase invoice? | ++++ What are the difference between purchase order, purchase delivery and purchase invoice? |
    
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 ++++ ++++
    
 +++++ What does "Absorb to Product Cost" do on a purchase order item? |
 +
 +When enabled, the item's amount is not posted to its own expense account. Instead, it's distributed proportionally into the **Unit Cost** of the product items on the same purchase order — becoming part of their inventory cost.
 +\\ This is useful for costs that should form part of a product's landing cost, such as delivery fees, customs duty, or insurance — rather than being recorded as a separate expense.
 +
 +++++
 +++++ When should I leave "Absorb to Product Cost" unchecked? |
 +
 +Leave it unchecked when the item is a genuine expense unrelated to the product's landing cost — for example, repair, maintenance, or outsourced labor charges. In this case, you'll select an **Expense Account** instead, and the amount will be posted there directly rather than affecting inventory cost.
 +
 +++++
 +++++ What's the difference between "Raw Price" and "Allocated Cost" view in a purchase invoice? |
 +
 +**Raw Price** shows every item exactly as entered on the purchase order — quantity, net unit price, and tax per unit — matching what's on the supplier's invoice.
 +\\ **Allocated Cost** shows what each item will actually cost your business after absorption: items with Absorb to Product Cost enabled are hidden (their value has already been folded into the other items' Unit Cost), and the remaining items show a single **Unit Cost** — which becomes inventory cost for products, or posts to the configured Expense Account for services/custom items.
 +\\ Use **Recalculate Cost** to (re)distribute absorbed amounts and tax into Unit Cost whenever you add, remove, or change items.
 +
 +++++
 +++++ What is a "Third-party Charges" adjustment, and why would I use it? |
 +
 +It flags a credit/debit note adjustment as coming from a third party — such as customs, a freight forwarder, or a delivery company — rather than the supplier on the purchase order itself.
 +\\ This keeps the charge out of that supplier's Creditor statement (since you don't actually owe the supplier for it), while still letting you include it as part of the product's landing cost. A common use case is customs duty or local freight charges on an international shipment, billed separately from the supplier's invoice.
 +
 +++++
 +++++ If my supplier gives me a discount after I've already sold some of the stock, how is that handled? |
 +
 +The system splits the discount between **inventory** and **Cost of Goods Sold (COGS)** based on how much of the purchased stock remains on hand versus has already been sold.
 +\\ For example: you buy 10 units at RM50 each, then receive a RM50 discount (RM5/unit). If 6 units are still in inventory, their value drops by RM30. If 4 units were already sold, COGS is reduced by RM20 to reflect the lower cost. Both adjustments are reflected automatically in your journal entries and financial reports.
 +
 +++++
 ++++ How to handle decimal rounding Issue in purchase invoice items? | ++++ How to handle decimal rounding Issue in purchase invoice items? |
  
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 \\ **Example** \\ **Example**
 \\ Total invoice = **RM 100.00** \\ Total invoice = **RM 100.00**
-  * Goods: 3 units (RM 90.00)+  * Goods: 3 units (RM 90.00, i.e. RM 30.00 each)
   * Freight: RM 10.00   * Freight: RM 10.00
 Need to allocate RM 100.00 across 3 units. Need to allocate RM 100.00 across 3 units.
 \\ To ensure the Purchase Invoice total matches the supplier invoice exactly, you can use the following methods: \\ To ensure the Purchase Invoice total matches the supplier invoice exactly, you can use the following methods:
-\\ **Option A: Use more decimal places** +\\ **Option A: Absorb freight into unit cost (recommended)** 
-  - At the Purchase Invoice form, go to the Items Tab. +  - At the **Purchase Order** form, go to the Items Tab, and add a **Service** item "Freight" @ RM 10.00 with **Absorb to Product Cost** enabled, alongside the 3 goods units @ RM 30.00 each. 
-  - Enter item unit price up to **6 decimal places** such that the rounded total (2 decimal places) matches the supplier invoice amount. +  - Convert the Purchase Order to a **Purchase Invoice** as usual. 
-To solve the scenario above:  +  - At the Purchase Invoice form, go to the Items Tab and click **Recalculate Cost**. 
-  * RM 33.3333 per unit × 3 = RM 100.00 (after rounding) +  - Switch to the **Allocated Cost** view — each unit's cost is now **RM 33.333333**, with the freight fully distributed at full precision, so the total always matches the supplier invoice exactly. 
-**Option B: Split items** +\\ **Option B: Split items (if you need exactly 2 decimal places)** 
-  - At the Purchase Invoice form, go to the Items Tab. +  - At the **Purchase Order** form, go to the Items Tab, and add a **Service** item "Freight" @ RM 10.00 with **Absorb to Product Cost** enabled, alongside the 3 goods units @ RM 30.00 each. 
-  - Click {{mdi>call-split?24}} button to one of the items +  - Convert the Purchase Order to a **Purchase Invoice** as usual. 
-  - Split the quantity into parts (e.g. 10 units → 9 + 1) +  - At the Purchase Invoice form, go to the Items Tab and click {{mdi>call-split}} on the goods item to split the 3 units into 2 + 1. 
-  - Assign different unit prices to the split items such that the total matches the supplier invoice amount. +  - Click **Recalculate Cost**, then switch to the **Allocated Cost** view and manually adjust the unit cost of each split row: 2 units @ RM 33.33, 1 unit @ RM 33.34.
-To solve the scenario above:  +
-  * 2 units @ RM 33.33 +
-  * 1 unit @ RM 33.34+
 = RM 100.00 exactly = RM 100.00 exactly
  
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 **Step 3: Link to Product** **Step 3: Link to Product**
   - From **Main Menu** -> **Master Data** -> **Product**   - From **Main Menu** -> **Master Data** -> **Product**
-  - Click {{mdi>pencil?24}} button for the specific product.+  - Click {{mdi>pencil}} button for the specific product.
   - Assign the **UOM Conversion**.   - Assign the **UOM Conversion**.
   - Save   - Save
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 **Ship/Replenish** **Ship/Replenish**
   - You can access shipping / replenish form from:   - You can access shipping / replenish form from:
-    - **Inventory Page** → Click Options {{mdi>dots-horizontal?24}} → Ship / Replenish (by product) +    - **Inventory Page** → Click Options {{mdi>dots-horizontal}} → Ship / Replenish (by product) 
-    - **Invoice / Sales Order / Purchase Order Page** → Click Options {{mdi>dots-horizontal?24}} → Ship / Replenish (by document)+    - **Invoice / Sales Order / Purchase Order Page** → Click Options {{mdi>dots-horizontal}} → Ship / Replenish (by document)
     - **Invoice / Sales Order / Purchase Order Form** → Go to Delivery tab → Click Ship / Replenish     - **Invoice / Sales Order / Purchase Order Form** → Go to Delivery tab → Click Ship / Replenish
     - **Main Menu** → Ship / Replenish (view by date)     - **Main Menu** → Ship / Replenish (view by date)
-  - Click the {{mdi>pencil?24}} button to edit transactions.+  - Click the {{mdi>pencil}} button to edit transactions.
   - Enter **Qty Deliver** to record quantity ship from/replenish to respective warehouse.    - Enter **Qty Deliver** to record quantity ship from/replenish to respective warehouse. 
   - Inventory **quantity on hand** will be updated accordingly upon saving.   - Inventory **quantity on hand** will be updated accordingly upon saving.
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 Once the purchase invoice is available in the system, you must **re-save the invoice (Save Only)** to trigger a recalculation of the item cost. Once the purchase invoice is available in the system, you must **re-save the invoice (Save Only)** to trigger a recalculation of the item cost.
  
-Alternatively, you can go to the **Invoice Page** → click {{mdi>dots-horizontal?24}} More Actions → select **Update Cost Status**. The system will attempt to recalculate the cost for invoices marked with Shortage cost status **within the selected month**.+Alternatively, you can go to the **Invoice Page** → click {{mdi>dots-horizontal}} More Actions → select **Update Cost Status**. The system will attempt to recalculate the cost for invoices marked with Shortage cost status **within the selected month**.
    
 ++++ ++++
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   - Open **Debtor** page from **Main Menu** -> **Accounting** -> **Debtor**   - Open **Debtor** page from **Main Menu** -> **Accounting** -> **Debtor**
   - Click the **Search** button to find the customer    - Click the **Search** button to find the customer 
-  - Click the {{mdi>pencil?24}} button+  - Click the {{mdi>pencil}} button
   - Enter the **date range**   - Enter the **date range**
   - Click the {{mdi>refresh}} **Fetch Data** button   - Click the {{mdi>refresh}} **Fetch Data** button
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   - Open **Customer** page from **Main Menu** -> **Operational Data** -> **Customer**   - Open **Customer** page from **Main Menu** -> **Operational Data** -> **Customer**
   - Click the **Search** button to find the customer    - Click the **Search** button to find the customer 
-  - Click on the {{mdi>pencil?24}} button.+  - Click on the {{mdi>pencil}} button.
   - Edit the customer details.   - Edit the customer details.
   - Click Save   - Click Save
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   - Select the job node in **Calendar View**    - Select the job node in **Calendar View** 
     * Alternatively, switch to the **List** tab and locate the job to be repeated     * Alternatively, switch to the **List** tab and locate the job to be repeated
-  - Click {{mdi>dots-horizontal?24}} button+  - Click {{mdi>dots-horizontal}} button
   - Click {{mdi>calendar-repeat}} **Repeat**   - Click {{mdi>calendar-repeat}} **Repeat**
 **Set recurrence details** **Set recurrence details**
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   * Go to Invoice/Sales Order Page   * Go to Invoice/Sales Order Page
-  * Click the Options {{mdi>dots-horizontal?24}} button for the specific invoice or sales order+  * Click the Options {{mdi>dots-horizontal}} button for the specific invoice or sales order
   * Select **Schedule** to view existing jobs for the invoice or sales order   * Select **Schedule** to view existing jobs for the invoice or sales order
   * If no job exists, click **New** to create a schedule   * If no job exists, click **New** to create a schedule
-  * To clone an existing schedule job, click the Options {{mdi>dots-horizontal?24}} button for the specific job. Available options:+  * To clone an existing schedule job, click the Options {{mdi>dots-horizontal}} button for the specific job. Available options:
     * **Copy** → Use this to manually add another schedule → Set a new date/time and save     * **Copy** → Use this to manually add another schedule → Set a new date/time and save
     * **Repeat** → Use this for recurring schedules (e.g. weekly/monthly) → Define the recurrence pattern and the system will automatically generate scheduled jobs     * **Repeat** → Use this for recurring schedules (e.g. weekly/monthly) → Define the recurrence pattern and the system will automatically generate scheduled jobs
    
 ++++ ++++
-  + 
-===== Accounting ===== +++++ What's the difference between "Split Percent" and "Hourly Rate" in Team Allocation? | 
-  + 
-++++ How can I perform bank reconciliation? | +**Split Percent** determines how the job's **Allocated Sales Amount** is divided among the assigned teams — normally used for commission calculation based on each team's contribution to the job. 
-  +\\ **Hourly Rate** is a separate figure used to calculate **labor cost** (planned and actual), based on the hours each team spends on the job — it does not affect how sales are split. 
-  - From **Main Menu** -> **Accounting** -> **Bank Reconciliation** +\\ Both default from the **Hour Rate** and **Default Split %** configured on the Team in Settings, but can be adjusted per job via **Define Allocation**. 
-  - Select **Account** + 
-  - Select **Month** or use the arrows to navigate. +++++ 
-  - Optionally, uncheck **Show Pending Reconciliation** to include already reconciled transactions. +++++ I left "Default Split %" empty for some teams — what happens? | 
-  - Click **Fetch Transactions** button to load transactions for the selected account. + 
-  - Compare each transaction with your **Bank Statement** +If a team's **Default Split %** (or a job's **Split Percent**) is left empty, the system evenly splits whatever percentage remains after accounting for the other teams' defined splits. 
-  - Tick the checkboxes for matched transactions, +\\ For example, if Team A is set to 60% and Team B and Team C are left blank, the remaining 40% is split evenly — 20% each. 
-  - Click **Save** to complete the bank reconciliation. + 
- +++++ 
 +++++ What does "Progress" on a job do, and when do I need to set it? | 
 + 
 +**Progress** represents the percentage of the overall project (the linked invoice or sales order) that a specific job accounts for. It's used to prorate the **Allocated Sales Amount** when one invoice/sales order is fulfilled across multiple scheduled jobs. 
 +\\ By default, progress is split evenly across all jobs linked to the same invoice/sales order. You don't need to set it manually unless the jobs don't contribute equally — for example, if one job represents a larger portion of the work than the others. 
 + 
 +++++ 
 +++++ When I complete a job, why does it ask for "Overall Progress" instead of just this job's progress? | 
 + 
 +Because the invoice/sales order may be split across several jobs, the system asks for the **cumulative progress of the entire project** (including jobs already completed) rather than just this one job's share — it's often easier to judge "how much of the whole project is done" than to estimate one job's isolated contribution. 
 +\\ The dialog shows **Completed siblings** (progress already completed by earlier jobs) and automatically calculates **This job's share** as Overall Progress minus Completed siblings. It defaults to the calculated (evenly-split) progress, which you can adjust if the actual completion differs. 
 + 
 +++++ 
 +++++ Where can I see the allocated sales and labor cost figures after jobs are completed? | 
 + 
 +They're available in two places: 
 +  * **[[dashboard|Dashboard]]** -> **Team Summary** — shows each team's Hours Planned, Hours Actual, Labor Cost (Planned/Actual), and Allocated Sales (or job count) for a selected month. 
 +  * **Custom Report** -> **Labor Cost Summary** and **Labor Cost by Team** — for more detailed labor cost breakdowns. 
 + 
 +++++ 
 + 
 +===== Sub-Users ===== 
 +++++  How do I enable the Sub-user add-on? | 
 +Go to **User Menu** → **Subscription**. 
 + 
 +In the **Add-On: 10 Sub-users** section, set the **Add-on Quantity** based on how many packs you need. Each unit represents **10 sub-users**. 
 + 
 +For example: 
 +  * Add On Qty 1 = up to 10 sub-users 
 +  * Add On Qty 2 = up to 20 sub-users 
 +  * Add On Qty 3 = up to 30 sub-users 
 + 
 +Click **Save** to activate the add-on. 
 ++++ ++++
-===== Staff & Sub-Users ===== 
-  
 ++++ How do I enable expense claim submission for employees in Chillhub | ++++ How do I enable expense claim submission for employees in Chillhub |
    
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   - **Save** the expense as **Approved** or **Rejected**    - **Save** the expense as **Approved** or **Rejected** 
    
-++++ 
 ++++ ++++
    
-++++ How many people can log in at the same time? |+++++ Can multiple users access Chillhub from different devices at the same time? |
    
-A single login can be used simultaneously across multiple devices and by different users. +A single account can be logged in and **used simultaneously across multiple devices**, and it may also be accessed by different users. 
-  + 
-If you need different permission levels and want to track actions by individual employees, you can create sub-users with specific roles and access rights.+However, for better control and traceability, especially in a multi-employee environment, it is recommended to create **Sub-Users** with individual login credentials and role-based permissions. 
 + 
 +This allows you to: 
 +  * Assign **different access levels** for each employee 
 +  * Track actions by individual users (**audit trail**) 
 +  * Improve security and accountability
    
-Learn how to set up sub-users here: https://wiki.chillhub.com.my/doku.php?id=subuser+Learn how to set up sub-users [[subuser|here]]
    
 ++++ ++++
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 ++++ I just registered for Chillhub; what should I do now for setup? | ++++ I just registered for Chillhub; what should I do now for setup? |
    
-**How to set up system settings?** +Check out the [[initial_data|setup guide]] for step-by-step instructions on configuring your system, including settings, master data, inventory, pricing, and chart of accounts. 
-  +\\ This will help you get your Chillhub account fully ready for daily operations.
-Learn how to configure essential features such as e-Invoice, tax rates, document headers, templates, teams, warehouse, and employees: https://wiki.chillhub.com.my/doku.php?id=initial_data +
-  +
-**How to manage accounting settings?** +
-  +
-Learn how to: +
-  * Manage Chart of Accounts +
-  * Configure Financial Period at button {{mdi>calendar-range}} +
-  * Manage Account Rules at button {{mdi>gavel}} +
-  +
-Guide here: https://wiki.chillhub.com.my/doku.php?id=accountchart+
    
 ++++ ++++
  
-++++ What is the logo size I should prepare for Chillhub? |+++++ What is the recommended company logo format and size used in Chillhub? |
  
-\\ **Max width** — 567 pixels +Chillhub supports common web image formats, including **JPEG, PNG, GIF, WebP, SVG, and AVIF**. 
-\\ **Max height** — 132 pixels+\\ **Recommended maximum logo dimensions:**
  
-\\ If the logo exceeds these dimensions, it will be resized proportionally.+  * **Max width**: 567 pixels 
 +  * **Max height**: 132 pixels 
 + 
 +If the uploaded logo exceeds these dimensions, it will be **automatically resized proportionally** to fit. 
 + 
 +To upload your logo: 
 +  - Go to **User Menu** → **Settings** → **General** 
 +  - Upload your company logo in the designated section
  
 ++++ ++++
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 Refer to the guide below: Refer to the guide below:
 [[pricing#import_export_pricing_data|Import/Export Pricing Data]] [[pricing#import_export_pricing_data|Import/Export Pricing Data]]
 +
 +++++ 
 +++++ Does Chillhub have an API for integrating with external systems? |
 +
 +Yes, refer to the [[apidoc|API Documentation]] page for the full Swagger reference, including available endpoints, request/response formats, and authentication details.
 +\\ You'll need an API Key configured as a sub-user to authenticate your requests — see the [[subuser|Sub-user configuration]] page for how to set one up.
  
 ++++ ++++
  
  • faq.1778479522.txt.gz
  • Last modified: 2026/05/11 06:05
  • by chillhubadmin