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 join on that page with a password and the code we email them, or with Google, Microsoft or Apple, and go straight into your workspace. There is no separate sign-up, and no onboarding: they are joining a business, not setting one up. Joining a workspace you were invited to is the page to send them if they get stuck.
The email address is fixed and shown but not editable, because the invitation is matched to it. A Google, Microsoft or Apple account under any other email is refused on screen and joins nothing. 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. They also cannot turn a module itself on or off - the switchboard at Settings → Modules & features is the owner’s and an admin’s, same as the bank account.
What stays with you, the owner, and cannot be delegated to any role: your team and who is on it, 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, switches between every workspace they belong to from one sign-in using Portfolio in the menu, and can turn any module on or off for the workspace - the same tier that governs the bank account. 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.
Which modules does a teammate see?
Yours. Every role above works inside your workspace, so the modules you switched on at Settings → Modules & features are the ones they get, and your plan, your trial and your add-ons are what decide it. A teammate does not bring a set of their own with them, and does not need a plan of their own to work in your books. If they also run a Finocket workspace of their own, their switches govern that one and yours govern this one.
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 - for the till, its returns, its parked bills and looking a customer up, and nothing else: no cost price, no stock valuation, no reports, no purchasing, no other shop’s sales, and no shop settings (a cashier cannot add or close a shop, change who works where, set targets, run promotions or void a gift card). A cashier reads a cost-free catalogue built for exactly this role, so the till has everything it needs to ring a sale.
- 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 scopes their sales. A cashier at JP Nagar sees JP Nagar's bills, and Whitefield's do not appear at all, not even greyed out.
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 only a starting point. 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.
Business lines: one company, several trades
Some businesses run more than one trade under one GSTIN - a hotel with its own restaurant, a shop with a repair counter. Where business lines are switched on for your workspace, the Business lines card on Settings → Team Members lets the owner or an admin add a line, rename it, and choose Use on this device: every new bill raised on that phone or till is booked to that line, so each trade's sales stay apart inside the same books.
Under Who works on which line, tick the lines a member works on. A waiter ticked for the restaurant sees and raises only the restaurant's bills - not the hotel's, and not bills that belong to no line. Tick nothing and they see every line, exactly as before. Your own access is never narrowed, and an assistant cannot change who works where: only you or an admin can.
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 name at the top of the screen, beside their account picture, opens a list of every one they can open - their own first, then each workspace they are on, with their role in it - 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?
The Team page does not have a button to remove a member or withdraw an invitation yet. If someone should no longer have access, ask us through a support request and name the person; 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).
Partner seats: people from your partner team
If you run a partner firm on Finocket, the colleagues on your partner team use the partner portal. A seat in this workspace is a separate decision, and it is yours. The Partner seats section on Settings → Team Members is where you make it. Only you, the owner, see it, and only when someone from your partner team has a seat here or is asking for one.
- Wants a seat - they are on your partner team and have no seat here. Approve seat adds them to your team as an assistant, the same way an ordinary invitation does.
- Not approved - they already have a seat here that you never approved, such as one given automatically when they joined your partner team. Choose Keep or Remove. A note at the top counts these seats until you have decided on each one.
- Approved - a seat you approved or kept. You can still Remove it.
Removing a seat here never touches their partner portal access.
If the section says Approval tracking is not switched on yet, an update is still waiting to be applied to your Finocket service. Until it is, every partner seat shows as Not approved, someone who joins your partner team can still be given a seat here automatically, and Keep or Approve seat answers that approvals cannot be recorded yet (Approve seat still adds them to your team; only the approval is not recorded). Remove works either way, so remove any seat you do not want.
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.
Switching View off takes the numbers away, not just the menu entry. Turning off Retail till & shops for someone means they no longer see the till's takings anywhere: not the Z-report's expected cash, the counted drawer or the over/short, not the day's split by payment type on a shop manager's board, and not the counter sales over the API. Each area is its own decision - taking away Retail leaves their invoices and clients exactly as they were.
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.