Balancivo · Settings and security

Invite your team and manage access

Invite a bookkeeper or another owner, change someone's role, resend or withdraw an invitation, and remove people.

Who can do this: Owners.

Invite your team and manage access · 1:00 · shown with a sample organization.

Read the transcript

In Settings, Organization and team shows everyone who has access to your books, and their role. To invite someone, type their email address in Invite by email. Pick their role, Bookkeeper or Owner. For a bookkeeper, check what they may do. Then click Send invite, and Balancivo emails them a link to join. Here's an invitation we sent earlier. It's marked Invited, with the date it was emailed. If they didn't get it, click Resend email. Changed your mind? Click Withdraw. To change someone's role, choose Owner or Bookkeeper in their Role list. Under each bookkeeper, check what they may do. Post journal entries, for example, lets a trusted bookkeeper post entries instead of saving drafts. And Remove takes someone off the team, after you confirm. On your teammate's side, they sign in with the email you invited, and the invitation is waiting. They click Accept, and they're in your books.

Everyone who works in your books has their own sign-in. You invite them by email from Settings, under Organization and team, and choose whether they're an owner or a bookkeeper.

Steps

Go to Settings and find Organization and team. It lists each person, their role, and, under each bookkeeper, what they may do.
Invite someone. Type their email in Invite by email and choose a Role (Bookkeeper or Owner). For a bookkeeper, check what they may do under What this bookkeeper may do (you can change it later). Then click Send invite. Balancivo tells you when the email has gone out.
Check the invitation. It appears in the list marked Invited, with a note such as Emailed and the date. If it says Email failed or Email not sent, click Resend email.
Withdraw an invitation by clicking Withdraw next to it.
Change a role by choosing Owner or Bookkeeper in that person's Role list.
Choose what a bookkeeper may do by checking or unchecking their permissions, such as Post journal entries. See Choose what each bookkeeper can do.
Remove someone by clicking Remove next to them and confirming.

What the person you invite does

Open the invitation email and sign up or sign in with the same email address you invited.
Click Accept on the invitation at the top of the page, or Decline if they don't know your organization.

Good to know

An invitation lasts 14 days from when it was last sent. After that it shows Expired; click Invite again to send a new one (the permissions you picked are kept).
Only an owner can invite or remove people. Everyone on the team can see who has access.
An organization always needs at least one owner, so the last owner can't be changed to a bookkeeper or leave.
Anyone can leave an organization with the Leave link (followed by the organization's name) at the bottom of this section. It appears when more than one person has access. They lose access until an owner invites them again.
Your plan sets how many people each organization can have: 2 on Starter, 5 on Standard (and during the free trial), and 15 on Plus. See Subscription and usage.
A pending invitation counts toward that limit. If the books are read-only, the person can't join until an owner subscribes.
Invitation emails are limited per day. If you reach the limit, use Resend email the next day, or ask the person to sign up with the invited address.
If you just sent an email, wait a few minutes before resending, and ask them to check their spam folder.
The Name on reports field at the top of this section sets the name printed at the top of every report. Click Save name after changing it.
Each organization's books are completely separate, even for people who belong to more than one.
For what each role can do, see Owners and bookkeepers: who can do what.

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