Quick answer
When a bookkeeper, admin, partner, or VA needs to help with invoicing, add them as a team member with their own login and role — don’t share your password. A Viewer role gives read-only access (good for an accountant or silent partner), and an Editor role lets someone create and manage invoices (good for an admin or VA). In Free Invoice App, team access is a Pro+ feature supporting up to two extra members, and the owner can change roles or remove anyone instantly.
Why password-sharing is the wrong answer
The instinct when you grow is to give your assistant the login and move on. It causes three problems:
- No accountability. If everyone is “you”, there’s no record of who created, edited, or sent an invoice.
- No control granularity. A shared login gives full access — including billing and settings — to everyone who has it.
- Painful offboarding. When someone leaves, you have to reset the password and re-share it with everyone who’s left.
Proper team access fixes all three: each person gets their own login, their own role, and can be removed in one click without affecting anyone else.
Viewer vs Editor: which role for whom
Viewer (read-only)
Can see invoices, clients, and reports but can’t change anything. Ideal for:
- Your accountant or bookkeeper who needs visibility at BAS time
- A business partner who wants oversight without doing the data entry
- Anyone who needs the numbers but shouldn’t be sending invoices
Editor (full invoicing access)
Can create, edit, send, and manage invoices. Ideal for:
- An admin or virtual assistant who runs your billing day-to-day
- A second tradie or team lead who invoices their own jobs
- A partner who shares the invoicing workload
The owner always keeps exclusive control of billing, the subscription, and the ability to add or remove members — so handing out an Editor role never risks your plan or payment details.
When does it make sense to add a team member?
Most solo operators don’t need this on day one. The usual triggers are:
- You’ve hired a VA or admin to take invoicing off your plate
- Your bookkeeper keeps asking you to export things they could pull themselves
- You’ve taken on a business partner and need shared visibility
- Your crew has grown and more than one person raises invoices
If none of those apply yet, stay on Starter or Pro — you can upgrade the moment you need it.
How to add a team member in Free Invoice App
- Upgrade to Pro+ (team access is included on this plan).
- Open Settings → Team.
- Enter the person’s email and choose Viewer or Editor.
- They receive an invite and sign in with their own login.
- Change their role or remove them at any time from the same screen.
Team access is part of Pro+ (A$20/month), which also includes unlimited sends, a custom sending domain, and per-service terms & conditions. Get started free on Starter, or compare plans to see what Pro+ unlocks.
Frequently asked questions
Should I just share my login instead of adding a team member?
No. A shared login gives everyone full control, leaves no record of who did what, and forces a password reset whenever someone leaves. Team roles avoid all of that.
What’s the difference between a Viewer and an Editor role?
A Viewer has read-only access; an Editor can create and manage invoices in full. Give an accountant or partner Viewer access, and an admin or VA Editor access.
How many team members can I add?
Team access is a Pro+ feature supporting up to two additional members. The owner keeps full control of roles and billing.
Can I remove a team member when they leave?
Yes — instantly, from the team settings screen. Because each person has their own login, removing one doesn’t affect anyone else.