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 → Team & Billing and click Invite member. Only owners and admins see this button.
2. Enter their email address and pick a role — usually Accountant.
3. Click Send invitation. They receive an email, in your language, with a secure link that is valid for 7 days.

The invitation appears under Pending invitations 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.

Accepting an invitation

Your accountant does not need a Qontab account beforehand.

1. They open the link from the email and see which company invited them, and with which role.
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.

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

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

A pending invitation holds its seat until it is accepted, revoked or expires; removing a member frees theirs. 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