Invite clients

Invite a new client

1. On the firm dashboard, choose Invite a client.
2. Choose New to Core Books.
3. Enter the client’s email and, if you like, a business name to recognize them by in your list.
4. Pick their plan (Auto-Pilot, Co-Pilot or Command) and monthly or annual billing.
5. Choose who pays: Client pays or Firm pays.
6. Choose Send invitation (or Continue to card if your firm pays).

The client gets an email to set up their business on that plan. When they finish, you are connected to their books automatically and they join your client list.

Who pays

Client pays

The invitation goes out right away. It tells the client the plan and that they will pay; they give a card at the end of setup.

Firm pays

You save a card first, and you are not charged today. The invitation goes out once the card is saved, and the card is charged only when the client’s business is set up. If they never take it up, you pay nothing. The client is not asked for a card.

If you leave the card page without saving a card, the invitation is not sent. The client shows as Payment not set up; choose Complete setup & send invite on the Clients list to finish.

If someone you offer to pay for already has a plan of their own, they keep paying for it. Once you are connected, you can take over billing from their page.

Founding Members price

For a new client on Co-Pilot or Command with annual billing, you can tick Give this client the Founding Members price. The form shows the first-year price and what it renews at. If your firm pays, the saving comes off your firm’s invoice; if the client pays, it comes off their checkout.

Invite a client who already uses CORE Books AI

1. Choose Invite a client, then Already uses Core Books.
2. Enter their email and, if you like, a note.
3. Choose Request access.

They get an email asking to connect you to their books. They sign in, choose which business to share, and keep their own plan.

Reminders and resending

If a client has not accepted, we remind them for you: once three days after the invitation and again after seven days. The Clients list shows how many reminders went out and when the next one is due.

To send it again yourself, choose Resend invitation on the Clients list. To avoid emailing a client twice in a row, you can resend an hour after the last one.

Withdraw a client invitation

On the Clients list, choose Cancel invitation next to the client and confirm. The link they were sent stops working.

Change a client’s plan

For a client your firm pays for, open their page and choose Manage billing. Pick the plan and Monthly or Yearly, then choose Change plan. The difference is charged or credited on your firm’s next invoice, and the client gets a notice. A client who pays for their own plan changes it themselves.

Switch who pays

Under Manage billing, choose Hand billing to the client or Take over billing, and confirm. The change takes effect at the end of the period already paid for, so nobody pays twice. Until then, the client’s page shows the date, and Call it off cancels the change. The client gets a notice either way.

When billing moves to the client, they are asked to choose a plan. If they do not, their books stay as they are but become read-only until they choose one.

Stop paying for a client

Under Manage billing, choose Stop paying for this client and confirm. You keep paying until the date shown. After that the client’s books are kept but become read-only until they choose a plan. You stay their accountant either way.