Team & roles

Your books belong to an organisation, and an organisation can have more than one person in it. This page covers getting people in, what each role may do, and getting people out.

Inviting a member

Go to Settings → Team and click Invite Member. Enter an email address, pick a role — Admin, Member or Accountant — and send. PulseBooks emails an invitation with an Accept invitation link.

Until it is accepted, the invitation sits in the Pending Invitations list on the same page, where you can cancel it. Only owners and admins can see the team page and manage invitations.

How many members a plan allows: Free is a single member (the owner), Pro allows up to 5, and Business is unlimited — see Plans & billing. Your current member count is shown under Settings → Billing.

Accepting an invitation

The invited person clicks the link in the email. If they are not signed in, PulseBooks sends them to the login page first — they can sign in or create an account, and their email address must be verified. Once signed in, the invitation is accepted automatically and they land on the organisation's dashboard.

The roles

Every member has exactly one role in each organisation:

• Owner — the person who created the organisation. Full control, including everything an admin can do. The owner role cannot be assigned to someone else from the team page, and an owner cannot be removed.
• Admin — everything a member can do, plus organisation-level configuration: settings, bank accounts, the team page, billing, and the audit log.
• Member — the day-to-day bookkeeping role: create and edit invoices, expenses, clients and the rest of the records, but no access to organisation configuration or team management.
• Accountant — read-only. An accountant can view all financial data and reports but cannot create, change or delete anything. They can read the audit log — being able to see who changed what is much of the reason an accountant is given access at all.

Owners and admins can change a member's role from the dropdown next to their name on Settings → Team. You cannot change your own role, and nobody can change an owner's.

A few practical consequences of the split:

• A member or accountant who opens Settings → Team sees an access-restricted notice rather than the member list — team management is owner-and-admin territory.
• The audit log is readable by owners, admins and accountants, but not by ordinary members.
• Every member manages their own connected AI assistants, whatever their role — see Connect your AI assistant.

Removing a member

On Settings → Team, click the remove button next to the member and confirm. Removal takes effect immediately:

• They lose access to all organisation data at once — their existing sign-in sessions stop working for this organisation.
• Any AI assistants they had connected to this organisation are disconnected too: the authorisations behind those connections are revoked, so an agent cannot keep acting for a person who has left. See Connect your AI assistant.

Their past work stays in the books, and everything they did remains in the audit log.

Switching organisations

You can belong to more than one organisation — an accountant usually belongs to several — and your role is set per organisation, so you can be an owner in one and an accountant in another.

Click the organisation name at the top of the sidebar to open the switcher: pick another organisation to work in it, or choose Create New Organisation to start a fresh set of books. See Getting started for what setting up a new organisation involves.