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Getting Started

This guide walks a brand-new tenant admin through everything needed to go live on Ledgerline — from inviting the Discord bot to placing your first test order.

Prerequisites​

  • A Discord account with Manage Server permission on your guild.
  • Credentials for the Ledgerline Admin Panel (your operator will have seeded your tenant and sent you the URL).
  • The Ledgerline bot must already be invited to your server (see Step 1).

Step 1 — Invite the Ledgerline Bot to Your Discord Server​

Open the OAuth2 invite URL below in your browser. Replace <CLIENT_ID> with the application ID your operator provides.

https://discord.com/oauth2/authorize?client_id=<CLIENT_ID>&scope=bot+applications.commands&permissions=277025770560

Permission breakdown — Ledgerline requires:

PermissionWhy
Send MessagesPost order confirmations and catalog updates in channels.
Send Messages in ThreadsRespond inside threads when orders are discussed.
Embed LinksRender product catalog and order embeds.
Attach FilesAttach shipping labels (future feature).
Read Message HistoryEdit catalog pinned messages.
Manage MessagesPin/unpin catalog messages.
Use Slash CommandsRegister and respond to /order, /catalog, /add-item, etc.
Mention EveryoneOptional — only needed if lowStockAnnounceEveryone is enabled.

Click Authorize and choose your server. The bot will appear in your member list once the invite completes.

Step 2 — Configure the Bot Interactions Endpoint (Discord Developer Portal)​

If your operator set up the Discord application and bot, this may already be done. Verify or complete it:

  1. Go to https://discord.com/developers/applications and open your application.
  2. Click General Information in the left sidebar.
  3. Under Interactions Endpoint URL, enter: 
    https://ledgerline-api.onrender.com/api/discord/interactions
  4. Click Save Changes. Discord will ping the endpoint to verify it responds — the bot must be deployed for this to succeed.

Step 3 — Log In to the Admin Panel​

  1. Navigate to https://ledgerline-api.onrender.com/admin.
  2. Click Login with Discord (or enter local credentials if your operator enabled local auth).
  3. Authorize the Discord OAuth prompt.
  4. You are now in the Admin Panel. The first login for your tenant automatically grants you TenantAdmin role.

Tip: See Authentication & Login for troubleshooting login issues.

Step 4 — Complete Your Bot Config​

Open Bot Config in the Admin Panel sidebar. This is the central config for your Discord bot behavior.

Required fields to set before going live​

FieldWhat to set
catalogChannelIdThe Discord channel ID where the bot posts and updates your live product catalog.
announcementChannelIdChannel where low-stock alerts and order announcements are posted.
adminChannelIdPrivate admin channel where order notifications are sent.
adminRoleIdsDiscord role IDs whose members can use admin-only commands (/add-item, /restock, /payment-confirm, etc.).
paymentInstructionsByMethodReplace the placeholder text with your real Venmo handle and CashApp tag.

Quantity visibility default​

defaultQtyVisibility controls whether customers see exact stock counts:

  • public — customers see exact numbers (e.g. "12 in stock").
  • private — customers see "In stock" / "Out of stock" only.

Shipping types​

Three shipping types are seeded by default (USPS Priority, FedEx Ground, Local Pickup). You can add, edit, or remove types in the Admin Panel under Bot Config → Shipping Types. Each type needs a code (stable slug), label (shown to customers), costCents, and estimatedDays.

Step 5 — Add Your First Product​

You can add products via Discord or the Admin Panel.

Via Discord (quick)​

In any channel your bot can read, run:

/add-item

A modal opens. Fill in the product name, SKU, price, and description. After submitting, you receive a deep-link to the Admin Panel to upload an image and publish the product.

Via Admin Panel​

  1. Go to Products in the sidebar.
  2. Click Add new.
  3. Fill in name, sku, priceCents (in cents — e.g. 2500 = $25.00), description, and optionally a product image URL.
  4. Set isActive and isPublished to true to make it visible to customers.
  5. Click Save.

Draft products — products created via /add-item start with isPublished=false. They are invisible in /catalog and /stock until you publish them.

See Product Management for full product docs.

Step 6 — Set Inventory​

After creating a product you need to add stock before customers can order it.

In the Admin Panel:

  1. Go to Inventory.
  2. Find your product and click to open its inventory record.
  3. Set the Quantity Available.
  4. Click Save.

Alternatively, use the Discord command:

/restock product:<name> quantity:<n>

See Inventory Management for full inventory docs.

Step 7 — Test the Customer Order Flow​

  1. In your Discord server, run: 
    /order
  2. Follow the interactive prompts: pick a product, enter a quantity, choose a shipping method, and select a payment method.
  3. Review and confirm the order summary.
  4. Complete payment to your Venmo/CashApp handle, then submit using the I've Paid button.

The bot posts an order confirmation and notifies the admin channel.

Admin payment confirmation​

  1. In the admin channel, find the order notification embed.
  2. Click Confirm Payment (or run /payment-confirm orderId:<id>).
  3. Enter the customer reference note (the Venmo/CashApp note you saw).
  4. The order status advances to Confirmed and the customer is notified.

See Order Management and Payment Approval for full docs.

Next Steps​

TaskWhere
Set admin roles for your teamBot Config → adminRoleIds
Customize low-stock thresholdBot Config → lowInventoryThreshold
Configure shipping carriersBot Config → Shipping Types
View and manage open ordersAdmin Panel → Orders
Set up discount codesAdmin Panel → Discounts
Explore inventory transaction logAdmin Panel → Inventory
Last updated on by renovate[bot]