Financica is designed for collaboration. You can invite your accountant, bookkeeper, co-founders, or finance team members to work on the same set of books.
How to invite members
- Go to Settings > Organization > Team members.
- Click Invite user.
- Enter the email address of the person you want to invite.
- Select their role: Read only, Member or Admin.
- Send the invitation.
The invited person will receive an email with a link to join your organization. If they do not already have a Financica account, they will be prompted to create one. Invitations you receive describes what they see and what they have to do.
Roles and permissions
Financica has four roles. Three of them, Read only, Member and Admin, are the ones you can hand out when inviting someone.
| Role | What they can do | How it is assigned |
|---|---|---|
| Owner | Full access to everything: accounting data, settings, billing, user management, and deleting the organization. | Given to whoever created the organization. It cannot be handed out by invitation. |
| Admin | The same access as Owner in practice, including billing and deleting the organization. | Offered in the invite dialog. Also the role an accounting practice normally holds. |
| Member | Can view and edit accounting data — transactions, invoices, documents, and reports. Cannot change organization settings or manage users. | Offered in the invite dialog, and the default. |
| Read only | Can see and export the books but change nothing. Buttons that would write are disabled, and explain why. | Offered in the invite dialog. Shows as "Read only" in the member list. |
Owner and Admin differ in name only: nothing in Financica is reserved for Owner today, so an Admin can change billing and delete the organization and everything in it. Treat Admin as the same level of trust as Owner, and give it only to people who should have that. The real boundary is between Admin and Member.
An organization can have more than one Owner — for example when an accounting practice created the entity on your behalf, its staff hold that role.
Typical setup
- Founder as Owner — You maintain full control over the organization and billing.
- Accountant as Admin — Your accountant can manage the chart of accounts, review transactions, and configure accounting settings.
- Team members as Member — Other staff who need to upload receipts, review reports, or categorize transactions.
Managing members
From the Team members page, you can:
- Remove members — Revoke access immediately. Requires Owner or Admin.
- Leave — Give up your own access, whatever your role. The Leave button sits next to your own name.
- Resend invitations — Only an invitation whose email failed or has expired can be resent.
- Revoke invitations — Cancel an invitation that has not been accepted.
Inviting, and acting on anybody but yourself, requires Owner or Admin, so Members and Read only users see no invite button and no action next to anyone but themselves. Leaving is open to every role: you were invited, and you can walk out without asking.
An organization must keep at least one member. The last person cannot leave, because an organization nobody belongs to can be read by nobody while its data and its subscription live on.
A member's role cannot be changed in place. To move someone between roles, remove them and invite them again with the role you want.
Pending invitations
Invitations that have not yet been accepted appear in the user list with their status. You can revoke any of them, and an invitation whose email failed or expired can be resent.
Members from your accounting practice
If an accounting practice keeps your books, you do not invite its staff one by one. Once the practice relationship exists, the firm's people appear in your Team members list as ordinary members, with a Via {firm} badge next to their role showing where the access comes from. A card above the list names the firm and states that it keeps your books.
Either side can end the relationship. The firm can drop you from its portfolio, and you can click Remove access on that card. Ending it revokes exactly the access the relationship granted and nothing else: the derived members disappear from your list, while anyone you invited directly, including someone who also happens to work at the firm, keeps the access you gave them.
See practices and your portfolio for how the relationship is set up in the first place.