Invoice Office home
Log inStart free trial

Multi user & roles setup

Multi-user access and roles

Invite your staff and work on documents and projects at the same time. Everyone gets their own login and only the access their job needs — and two of the three user types cost you nothing at all.

Start freeCompare the user types

Free plan available · 14-day trial on paid plans · No credit card

The Invoice Office Users screen listing each user's name, type, email, username and status, with the Add user menu open on Add software user, Add timesheet user and Add guest member

Working together

Multi-user access without a shared login

Sharing a single login hides who did what and makes every password change a team-wide problem. Separate users fix both, and most of them are free.

Of user
3 typesOf user
Timesheet & guest users
FreeTimesheet & guest users
Permissions per user
20 modulesPermissions per user
Everyone gets their own login
Invite your staff and work on documents and projects at the same time. One shared account means you can never see who did what — and one password change locks out the whole team at once.
Software users, with permissions
A software user is either an Administrator or an Employee, and Edit user rights sets their permissions across twenty modules with up to seven privileges each: Read, Create, Modify, Delete, Send, Payment and Active. Because a software user can be given administrator rights, each one uses a licence.
Timesheet users are free
A timesheet user works inside projects and timesheets and nowhere else, and both have their own feature pages. Their permissions are fixed to that, and they cost you nothing — so logging hours never needs a licence.
Guest users are free and read-only
A guest user can see your account data and change none of it. The obvious case is your accountant, who needs the books in front of them without the ability to edit what is there.
Only software users cost a licence
Timesheet users and guest users are excluded from the licence count outright, and during a trial the limit does not apply at all. Growing the number of people who touch your administration does not have to mean growing the bill.
An audit trail that survives leavers
Set someone Inactive when they go, rather than changing a shared password and passing it round. Their name stays against the work they did, which is exactly what you want on the record — and you can reset a password or change a username without touching anything else.

Three types of user

Three user types: software, timesheet and guest

The type decides both what someone can do and whether they cost you anything. Getting it right takes a moment when you add them, and saves both a licence and a nasty surprise later.

Step-by-step: add a user

  • Software user — Administrator or Employee

    Administrator or Employee, with permissions set per module. Use it for the people running the administration: raising invoices, chasing payment, managing customers and products. This is the only type that uses a licence.

  • Timesheet user — free

    This type goes by two names: you add it with Add timesheet user, and the Type column then shows the role as Team member. Active in projects and timesheets only, with permissions fixed to that — right for anyone who records time against a job but never touches the invoicing.

  • Guest user — free

    Read-only access to your account data. Right for your financial accountant, or anyone who needs to look without the ability to change. Nothing they do can alter your administration.

  • Pick the smallest one that fits

    Give people the access their job needs and no more — not out of suspicion, but because it makes accidental damage far less likely, and because only software users cost you a licence. Someone who only logs hours is a timesheet user; someone who only reads is a guest.

How it works

How to add a user and set their rights

  1. Step 1Open your company account

    Go to Settings → Company account, then click Users in the left-side menu. Your admin user is already listed there.

  2. Step 2Add the user

    Use Add user in the top right, then pick the type: Add software user, Add timesheet user or Add guest member. Fill in their details.

  3. Step 3Set the permissions and save

    Software users get their permissions set per module through Edit user rights. Timesheet users and guests have theirs fixed by the type. The company owner is the exception: they always keep maximum rights and cannot be changed.

Multi-user questions, answered

How many people can use one Invoice Office account?
You add as many users as you need under Settings → Company account → Users, in three types: software users, timesheet users and guest users. Only software users use a licence — timesheet and guest users are excluded from the count, and during a trial the limit does not apply at all.
Which users need a licence?
Only software users. A licence is required because a software user can be given administrator permissions and full access to your administration. Timesheet users and guest users are excluded from the licence count, and on a trial the limit is not applied at all.
What is the difference between a timesheet user and a guest user?
A timesheet user is active in projects and timesheets, so they can log hours against work — the Type column shows their role as Team member. A guest user has read-only access to your account data and cannot change anything. Both are free.
Can I give my accountant access without letting them change anything?
Yes — add them as a guest user. Guest access is read-only, so your accountant can see the books in full without being able to edit them, and it costs you nothing.
Can I set different permissions for different people?
Yes, for software users. Edit user rights opens a grid of twenty modules — invoices, quotes, credit notes, customers, products, purchases, timesheets and the rest — with up to seven privileges each: Read, Create, Modify, Delete, Send, Payment and Active. Not every module carries all seven, so you grant exactly what someone needs. Timesheet and guest users have theirs fixed by the type, which is what keeps those accounts free and safe by default. The company owner always keeps maximum rights and cannot be changed.
Can several people work in the account at the same time?
Yes. Invite your staff and work together simultaneously on documents and projects — that is the point of giving everyone their own login rather than sharing one.
What should I do when someone leaves?
Set them Inactive rather than changing a password and passing it on. Their name stays against the work they already did, so your audit trail stays intact — and you can change a username or reset a password without disturbing anything else.

More answers in our FAQ and help center.

Related

Access, hours and everything around them

Bring your team in

Timesheet and guest users are free. Start today and give everyone their own login.

Start freeSee pricing