Team & Permissions

Invotify is built for teams from day one. Invite your accountant, a virtual assistant, an ops lead, or your business partner — and decide exactly what each person can see and do. Key actions are logged so you always know who did what.

What you get with teams: - Three roles — Owner, Admin, Member — covering the full authority spectrum - Nine granular permissions for fine-grained control per Member - Expiring email invites, bound to the invitee's email address - An activity log of key actions - Complete company-scoped data isolation — your team only ever sees your company's data

Company-scoped data: Every invoice, quote, customer, product, template, schedule, and credit note belongs to a company. Your team members see only what belongs to your company — never anyone else's. This is enforced at every layer of the system, not just the UI.

Seats by plan: The number of people on a team depends on your plan. Pro includes up to 10 team members (the owner counts as one seat). Starter and Lifetime are single-user — they include just 1 seat (the owner). To add teammates, upgrade to Pro. Pending invitations reserve a seat, so you can't over-commit your plan's limit.

Invotify uses a three-tier role hierarchy. Each role has a clear purpose and a clear ceiling.

Owner The Owner is the account holder — usually the person who signed up. The Owner has full access to everything, including billing, and cannot be removed from the team. Every account has exactly one Owner. If the Owner needs to transfer the account, contact support — ownership transfer is handled for you.

Admin Admins always have all nine permissions — including billing. They can manage invoices, quotes, customers, products, templates, schedules, reports, team members, and the subscription. Admin permissions cannot be reduced individually: if you want someone to have most-but-not-all access, keep them a Member and grant the specific permissions instead. You can have as many Admins as your plan's seats allow.

Member Members are the flexible role. A Member starts with exactly the permissions you grant them — nothing more. By default, new Members can manage invoices, quotes, and customers and can view reports, but cannot touch products, templates, schedules, team settings, or billing. Each Member's permissions can be customized individually, so you can have one Member who only handles customer support and another who manages recurring billing schedules.

Nine permissions cover the full surface area of the app. Each one controls access to a specific domain of data and actions. Permissions are explicit, not implicit — if a Member doesn't have a permission, they literally cannot see or touch that area, even by guessing URLs.

Available permissions:

Manage Invoices — Create, edit, send, delete invoices. Record payments. Generate PDFs. Without it, a Member has no access to invoices at all (there is no read-only mode).

Manage Quotes — Create, edit, send, delete quotes. Convert quotes to invoices. Handle quote expiry.

Manage Customers — Add, edit, remove customers. View customer history.

Manage Products — Add, edit, remove products. Update prices. Manage stock (if enabled). Useful for warehouse/inventory staff.

Manage Templates — Design, save, and delete invoice/quote templates. Rarely needed — most teams have one or two people who own template design.

Manage Schedules — Create and modify recurring invoice schedules. Pause and resume schedules. Useful for ops staff.

View Reports — Access revenue, P&L, aging, DSO, and tax reports. Separate from invoice management so you can grant reporting access without write access.

Manage Team — Invite new members, change roles, adjust permissions, remove members. Usually only the Owner and trusted Admins.

Manage Billing — View and manage the Invotify subscription (upgrade, downgrade, cancel, update payment method).

Default presets: - Owner: All 9 permissions (cannot be changed) - Admin: All 9 permissions, always (not individually adjustable) - Member: Manage Invoices, Manage Quotes, Manage Customers, and View Reports (can be customized)

Adding a teammate takes under a minute.

How to invite: 1. Open the Team page from the sidebar 2. Click "Invite member" 3. Enter the person's email address 4. Choose their role — Admin or Member 5. If Member, customize which of the 9 permissions they get (defaults are pre-filled) 6. Click Send invite

The invitee receives a branded email with an accept link. The link carries an expiring token that is valid for 7 days and can only be accepted by an account signed in with the invited email address. When they click accept, they're walked through creating their Invotify account (or signing in if they already have one) and land directly in your company's workspace with the role and permissions you set.

Managing invites: The Team page lists every pending invite. Once an invite is accepted, the person appears in the member list instead; revoked or expired invites simply drop off the pending list.

You can revoke a pending invite at any time. Once revoked, the link no longer works. You can also re-send an invite if the original expired or was lost in a spam folder.

Changing a member's role or permissions: After someone has joined, open their profile from the Team page. You can change their role (Member → Admin), adjust individual permissions for Members, or remove them from the team. Changes take effect immediately — there's no sign-out requirement.

Key actions your team takes are recorded in an activity log. This is for accountability, troubleshooting, and peace of mind — especially when something goes sideways and you need to figure out what changed and who changed it.

What's logged: - Invoice created, sent, and manually marked paid - Product created - Tax preset created or deleted - Team member invited, role changed, invite re-sent - Bank account connected or disconnected, and bank transactions matched to invoices

What's stored with each entry: - The actor (who did it) — linked to their team profile - The action (what happened) - The target (what they acted on — an invoice, a customer, etc.) - A timestamp - A short context note where relevant

Viewing the log: Open Activity from the sidebar (enable it under Settings → Features if it's hidden) to see the full feed. Filter by person, by date range, or by entity type to narrow it down.

Retention: Activity log entries are kept for the life of your account. They're part of your data export — when you download your data from Settings → Privacy & Data, the activity log comes with it.