Share your books
Invite your accountant and your team, choose what to call them, and take access away when you need to.
Who can see your books
Open Settings, then Sharing & access (under People & access). It lists everyone who can open this business’s books and anyone you have invited who has not joined yet. Each business has its own list.
- Accountants
- Every plan can invite accountants, with no limit. They do not use a team seat.
- Team users
- Co-Pilot includes one team user and Command up to four. Auto-Pilot has no team users.
Invite your accountant
- Open Settings, then Sharing & access.
- Under Accountant Access, type your accountant’s email address.
- Choose Send invite.
Your accountant gets an email with a Review invitation button. If they are new to CORE Books AI, they set up a free account for their practice first. They then accept your invitation, and your business appears under Active accountants.
If your accountant uses a firm account, they can also invite you from their side. See When your accountant invites you below.
Invite team users
- Open Settings, then Sharing & access.
- Under Team access, type your teammate’s email address.
- Choose Send invite.
Team access shows how many of your team seats are in use. An invitation that has not been accepted yet holds a seat until it is accepted or revoked. When every seat is used, the form is turned off; Upgrade for more opens your plan choices.
Your teammate gets an email with an Accept invitation button. One click signs them in and adds your business to their account.
What your accountant and team can do
Accountants and team users work in your books much as you do: they can categorize and review transactions, run and download reports, send invoices, work on taxes, edit categories and rules, and reconnect a bank. What they can use follows your plan.
Some things stay with you, the owner:
- Your plan, payment method and invoices.
- Inviting and removing accountants and team users.
- Deleting the business.
- Connecting Stripe for card payments on invoices, because the money is paid out to you.
An accountant also sees an Accounting tab on Reports with the trial balance and general ledger. Those reports are open to you too, from the link at the bottom of Reports.
Rename or remove someone
Under Active accountants, choose Manage next to a name. The window shows their email, their access and when they joined.
- What you call them: a name only you see, on this business. It never changes their own name or email. Choose Save.
- Remove access: choose it, then Yes, remove. They can no longer open this business’s books.
Under Team access, Remove next to a team user takes their access away right away and frees the seat.
Pending invitations
Invitations that have not been accepted are listed under Pending invites. Revoke cancels one, and the link in the email stops working. To send one again, type the same email address and choose Send invite.
When your accountant invites you
An accountant with a firm account can ask to connect to your books. You get an email from them.
- If you already use CORE Books AI, the email says Connect your books. Open the link and sign in. With one business, your accountant is connected right away. With more than one, you pick which businesses to share, then choose Share books (or Not now). They see only the books you pick.
- If you are new, the email says your books are ready to set up and names the plan. Choose Get started and set up your business; your accountant is connected when you finish.
Your accountant then appears under Active accountants, and you can remove them there at any time.
If your accountant pays for your plan
If your accountant offers to pay, a new business is set up without asking you for a card. If you already pay for a plan, you keep it for now; your accountant can take over billing once you are connected. When they pay for one business, you pick just one to share.
While your accountant pays, Plan & billing shows your plan with no card or invoices. Talk to them about changing or canceling it.
If your accountant hands billing back to you, you get a notice and Plan & billing shows Choose a plan. Pick one before the date shown. If you do not, your books stay as they are but become read-only until you choose a plan.
On the phone app
Inviting and removing people is done on the website. The phone app shows businesses shared with you and lets you accept invitations.