Collaboration & roles
Bringing people into your books without handing over the keys. Everyone gets what their job needs and nothing else.
The roles
| Role | Can |
|---|---|
| Owner | Everything, including modules, subscription and permanent deletion |
| Accountant | Read business data, confirm and edit transactions, work the ledger, reconcile, export |
| Reviewer | Read, comment, and create follow-up tasks |
| Auditor | Read and gather evidence — no changes |
Staff who are employees rather than collaborators get the employee workspace instead, which is narrower again.
Give the least access that lets someone do their job. It is not distrust; it is how you keep an audit trail meaningful and stop one compromised login costing you everything.
Inviting someone
Invite by email under Collaboration → Manage and pick a role. They accept and appear in your team. Access is revocable at any moment, and removing it leaves their past actions on the audit trail.
The workspace
The collaboration workspace is organised in tabs — overview, queues, HR & payroll, external, automation and team — so it stays usable as the number of threads grows.
Responsibility board. Who owns what right now, and what is unassigned follow-up. Work with no owner is work that does not happen.
Team load. Where pressure is sitting — team load leaders, and response times flagged as under 24 hours (healthy) or over 24 hours (consider more capacity).
Queues. Items needing action: transactions to confirm, evidence requests, things blocking the month-end close, and anything that needs owner approval.
Threads and tasks
Discussion attaches to the thing being discussed — a transaction, an invoice, a period — rather than living in a separate chat app. Six months later, the question "why did we categorise this that way?" has its answer attached to the entry itself.
Create follow-up task turns a comment into assigned work. Generate AI summary condenses a long thread so a new reader does not need to read forty comments.
Working with your accountant
Ready for accountant marks a period as prepared for review, which is the handoff point into the close process. See Working with your accountant.
Auditors
Give auditors the auditor role: read-only, with the ability to assemble evidence packs. They gather what they need without any possibility of altering what they are examining — which is what makes their opinion worth having.
Good practice
- Review your collaborator list quarterly and remove people who have moved on
- Remove access the same day someone leaves
- Do not share logins — a shared account makes the audit trail useless
- Owners should be few