Team, roles and inviting your accountant

Give your accountant access to your books: the five roles and what each can do, how invitations work, and how many members each plan includes.

Your books rarely have a single reader. Qontab lets you bring in your accountant, a reviewer or a colleague, each with a role that decides exactly what they can see and change — and you keep control of who is in.

The five roles

• Owner — full control, including billing and the team. Only an owner can make someone else an owner, or change or remove one.
• Admin — everything an owner can do except managing the subscription and other owners.
• Accountant — for the expert-comptable who keeps your books. Records, edits, posts and deletes entries across transactions, invoices, bank accounts, payroll, assets and expense reports; imports and exports; reviews annual accounts. Can see your settings, team and billing but not change them.
• Advisor — for a reviewer who should not touch the entries. Reads everything, exports reports, attaches documents and can sign off an annual review. Cannot see the member list or change anything in settings.
• Viewer — read-only access to the books and reports.

Invite your accountant

1. Open Settings → Organization → Members and click Invite. Only owners and admins of the organization see this page.
2. Enter their email address, leave the organization role on Member, and pick a role for each company they should work on — usually Accountant. One invitation can cover several companies at once.
3. Click Send invitation. They receive an email, in your language, with a secure link that is valid for 7 days.

The invitation appears in the members table until it is accepted; you can revoke it from there. If the email could not be sent, Qontab says so instead of reporting success — invite the same address again once the problem is fixed. Inviting an address again also sends a fresh link and replaces the pending invitation, so one person is never invited twice.

Settings → Team shows who can open the company you are working in, and links back to this page. It is a read-only view: access is granted once, for the whole organization.

Accepting an invitation

Your accountant does not need a Qontab account beforehand.

1. They open the link from the email and see who invited them, and which companies they are given — with the role for each.
2. They click Accept invitation, then Sign in or Create an account — with the address the invitation was sent to. Either way, they come straight back to the invitation.
3. They accept again and land in your company, ready to work. There is no approval queue for invited people, and Qontab does not create a company of their own for them — they join yours.

If they are signed in with a different address, the page tells them so. The link only works for the invited address.

Members per plan

Seats belong to your organization — the account that holds your plan and your companies — not to each company. Someone who works on several of your companies takes one seat.

• Free — 2 members: you and your accountant.
• Basic — 3 members.
• Pro — 5 members.
• Enterprise — unlimited.

A pending invitation holds its seat until it is accepted, revoked or expires. Removing someone from every company of your organization frees their seat (the organization’s owner always keeps one). If your plan changes and you have more members than it includes, nobody is removed: you just cannot invite anyone new until a seat is free. Settings → Team & Billing shows how many seats you are using. See all plan limits on the pricing section.

Managing the team

• Owners and admins can change a member’s role or remove them from the Team list.
• Only an owner can grant the Owner role, or change or remove another owner. The last owner of a company cannot be demoted or removed.
• Accountants can see who is on the team; advisors and viewers cannot see the member list at all.
• Only owners and admins can create API keys, so no member can use a key to get more access than their role gives them.

Accountants with several clients

One login works across every company that invited you. Switch company from the menu at the top of the sidebar; each company gives you its own role. The same applies to an AI assistant connected through the Qontab MCP connector: sign in with your own account, then ask it to list your companies and switch with set_active_company. It can only do what your role allows, within that company’s plan.

FAQ