Finocket has two team roles: an assistant who can work the books (read-write) and an accountant who can see everything but change nothing (read-only). Invite either by email from Settings → Team Members; the invite attaches automatically the next time they log in.
What the person you invite actually sees
They get an email with a link. Opening it shows them your business name, who invited them, and the role you chose — and they set their password on that page and go straight into your workspace. There is no separate sign-up, and no onboarding: they are joining a business, not setting one up.
The email address is fixed and shown but not editable, because the invitation is matched to it. If they already have a Finocket account they can sign in on the same page instead. If the link has expired — invitations last 30 days — send it again from Settings → Team Members; their place is still there.
Only you, the owner, can invite people. An admin or an assistant sees the team screen but cannot send invitations, because a seat belongs to the workspace and only its owner can give one away.
Inviting somebody to one company
If you run more than one company in this workspace, the invitation form asks which one. Pick a single company and the person sees only that company's books — useful for a shop manager who has nothing to do with your other trade. Leave it on Every company and they see them all, which is what every invitation did before this choice existed.
The choice applies when they accept. Changing it later does not take access away from somebody already on your team — remove and re-invite them for that.
Who can delete records
Deleting a client, supplier, invoice, expense, payment or item cannot be undone, and it is now a separate question from editing. Somebody can be trusted to correct the books without being allowed to remove from them.
By default only you can delete. That applies to every workspace, including ones set up before this existed — an administrator or assistant who could delete yesterday cannot today, and their delete buttons say why rather than failing. Change it under Settings → Team Members: Only me, Me and administrators, or Anyone who can edit.
Members and accountants can never delete, whatever you choose — those are the read-only roles. And a company can never be deleted by anyone, including you: its books, filings and history belong to it.
The four roles, and what each one can do
Two questions decide which role fits: may they change things, and do they work in more than one business of yours?
- Assistant (read-write) — for staff who run the day-to-day: they can add and edit clients, invoices, payments, expenses and the rest of your enabled modules. Alongside that they can do the jobs that go with running the shop: scan a receipt or a bill, reconcile a bank line, act on something the assistant has suggested, set up a Tally import, and keep the settings those jobs depend on — how your invoices look, the thank-you note a customer gets, your reminder and notification preferences. They can also keep your Business Details current — the letterhead, logo, website, phone and registered address — because that is the paperwork the person raising the invoices is usually the one to correct. They cannot change where money arrives or who the business legally is: the bank account and UPI printed on your invoices, your PAN and FSSAI, the business name and contact email are the owner''s and an admin''s to change. The person who raises the invoices should not be able to move where they are paid.
What stays with you, the owner, and cannot be delegated to any role: your team and who is on it, which modules are switched on, who is allowed to delete records, how far the assistant may act on its own, and your bank, filing and payment credentials.
- Admin (read-write, every workspace) — for someone who runs the business with you, or across several of your businesses. An Admin can do everything an Assistant can, and switches between every workspace they belong to from one sign-in using Portfolio in the menu. They still cannot open your bank, filing or payment credentials, or change your AI settings — those stay with you, the owner.
- Member (read-only, one workspace) — for staff who need to look and not touch: a counter hand, a junior, an auditor for the length of a job. They see your business and every save is blocked. Use this rather than Accountant when the person is not your CA.
- Accountant (read-only) — for your CA or auditor: they can open every screen, report and document, but every save is blocked. They see all your enabled modules in the menu, so nothing is hidden from review — they just can't change anything. An Accountant working for several clients also getsPortfolio, plus their own client statements and compliance calendar.
Both read-only roles are enforced in the database itself, not by hiding buttons — a save from a Member or an Accountant session is refused outright.
When you pick a role on the invite form, Finocket explains that role right there — most owners inviting an "accountant" mean their CA and want certainty that the CA can't edit.
Shop roles: cashier, store manager, warehouse
The four roles above answer "may they change things". A shop asks a narrower question: which things, and whose numbers. So under each person on Settings → Team Members there is Start from a role, which sets everything at once.
- Cashier — the till, its returns, its parked bills and looking a customer up. Nothing else: no cost price, no stock valuation, no reports, no purchasing, and no other shop's sales.
- Store manager — everything a cashier has, plus their shop's stock, transfers in and out, roster, targets and reports. They can check an inbound transfer or a receipt; they cannot raise or approve a purchase order.
- Warehouse operator — put-away, picking, packing, dispatch, returns receiving, bins and transfers. No till, no customers, no bills.
- Merchandiser / buyer — items, styles, the size-and-colour matrix, purchase orders, receipts, price lists and vendor performance. They can see what is selling and cannot ring a sale.
- Accountant — reads everything financial and writes nothing. If they need to post an adjustment, the journal switch on the same card gives them that one thing.
- Owner / admin — no restrictions — removes every restriction and puts the person back on their own role.
Cashier, store manager and warehouse operator work somewhere, so the picker asks which shop. That posting is not a label: it is what scopes their sales. A cashier at JP Nagar sees JP Nagar's bills and Whitefield's are simply not there — not greyed out, not hidden behind a button, absent.
A cashier never sees cost. What an item cost you, what your stock is worth, what a supplier charges — none of it reaches a cashier's session, on a screen or through the API. Their catalogue carries the selling price, which is what they charge, and nothing else.
A role is a starting point, not a cage: the View / Edit switches under it still fine-tune any single thing afterwards. And your own access can never be narrowed — you own the business, so none of this applies to you.
How do I invite someone?
- Open Settings → Team Members.
- Enter their email (required), and optionally their name and phone.
- Choose the role — Admin, Assistant, Member or Accountant.
- Tap Invite. The invite appears in your member list marked pending.
How does the invite get accepted?
There's no link to forward and no code to share. Tell them to sign in to Finocket (or sign up) with the same email address you invited. On their next login the invite attaches automatically: pending becomes accepted with the date, and your workspace appears in their account. If they already use Finocket for their own business, your books show up alongside — kept fully separate.
They land in your workspace, not their own, so the first thing they see is the books you invited them to. If they belong to more than one workspace, the account menu at the top right lists every one they can open, and switching changes everything on screen at once — there is no way to be looking at two sets of books at the same time.
They did not get the invitation
The invitation card shows what happened to the email. Sent means your email provider accepted it. Failed means it was rejected — the reason is shown on the card, most often that the address does not exist.
Inviting the same address again resends to them — it does not add a second entry. If they have already accepted, you are told that instead, so a resend can never quietly duplicate somebody who is already on your team.
If it says sent and nothing arrived, work through these in order:
- Ask them to check spam and quarantine. This catches most cases, and it is especially likely when you invite someone at your own company domain — a message that appears to come from your own domain but arrives from an outside sending service is exactly what spam filters hold back.
- Check the address for a typo. A wrong address is accepted and then bounces.
- Send it again from the invitation card. The link does not change, so an earlier copy still works if it turns up later.
The invitation link stays valid whether or not the email arrives, so you can also copy it and send it yourself — over WhatsApp, or any way you already talk to them.
How do I remove someone or check what they did?
Remove a member from the same Team page — their access ends immediately; nothing they entered is lost. To see what any member has been doing, open Settings → Usage & activity → Team activity: every action carries a plain-language summary, who did it, when, and from which surface (app, API or AI).
What does my CA see when they log in?
An accountant who serves several Finocket businesses gets a CA dashboard: one card per client workspace showing outstanding amounts, GSTIN, filing-status snapshot and due-date chips, with an Open-workspace switch into each set of books read-only. For the full CA workflow — including the Hand-to-CA export ZIP — see Working with your CA.
Can I fine-tune what a member sees, area by area?
Yes — expand a member on the Team page and flip View/Edit switches per area (invoices, GST, banking, inventory, CRM and more). Areas you switch off disappear from that member's menu and create buttons hide where they can't edit; one tap resets to the role's standard access. The member's read/write role stays enforced at the database underneath.
Related: Invite your Chartered Accountant, Usage & activity.
Bringing in an outside agency
You can give an outside marketing agency a seat without handing over your workspace: time-limited, scoped to one campaign and a set number of people.
- You review the emails they draft, then approve or reject each one.
- They can never send anything themselves, never see your contacts or your message history, and never approve their own work.
- Revoking access withdraws pending proposals and stops running campaigns straight away.
What teammates cannot see
Almost all workspace data is shared with the people you invite. The exception is your declared personal tax inputs — what you pay in rent, what you spend on health cover — which are readable only by you, and are not shared with teammates the way the rest of your workspace is.