Roles and permissions

What the owner, team members and external accountants can do in a Gennai workspace, and how to invite people, remove them or work with an accountant.

All plansLast verified 20 Oct 2026

Everyone in a Gennai workspace has one of three roles. The owner created the workspace. Members run it with the owner. Accountants come from outside your company and work on your invoices from their own Gennai account.

The three roles

Owner. The person who created the workspace. The owner can do everything, including changing the plan and deleting the workspace. Each workspace has one owner, who can't be removed.
Member. Someone on your team. Members can do everything the owner can, except change the plan or the payment details and delete the workspace.
Accountant. An accountant or bookkeeper from outside your company. Accountants have full access to your invoices, exports and accounting software. They don't see your Inboxes page or your team settings, and they can't buy credits or change your plan.

What each role can do

What you can do	Owner	Member	Accountant
Upload, review, edit and export invoices	Yes	Yes	Yes
Connect Xero, QuickBooks or Holded	Yes	Yes	Yes
Find past invoices and use the AI Assistant	Yes	Yes	Yes
Connect and manage inboxes	Yes	Yes	Managed by the client
Change workspace settings	Yes	Yes	Yes
Invite team members and accountants	Yes	Yes	No
Remove team members	Yes	Yes	No
Revoke an accountant's access	Yes	Yes	No
Buy extra credits	Yes	Yes	No
Change the plan and payment details	Yes	No	No
Delete the workspace	Yes	No	No

Invite someone

Open Settings › Team & access.
Click Invite.
Choose Team member or Accountant.
Enter their email address and click Send. You can also click Generate link, or Copy if there's already a link, and share it yourself.

Invitations are valid for 7 days.
Each invitation works for one person, links included. To invite someone else, send a new invitation.
The person needs a Gennai account. If they don't have one, they create it from the invitation.
There's no limit on how many people can be in a workspace, on any plan.

Remove someone or leave a workspace

In Settings › Team & access, open the menu next to the person:

Remove member removes someone from your team.
Revoke access removes an accountant.
Leave team takes you out of a workspace where you're a member.

The owner can't be removed and can't leave the workspace.

When a member leaves or is removed, the invoices stay in the workspace. Then check Inboxes and Integrations: connect again from your own account any inbox you still need, and Google Drive or OneDrive if they had set it up. Disconnect any inbox you don't need.

Work with an accountant

Invite your accountant from Settings › Team & access › Invite, with the Accountant option.
Your accountant signs in with their own Gennai account and opens your workspace from Clients.
Accountants can also invite you from their own workspace: in Clients, they click Invite Client and send you the invitation.
The plan and the credits stay with your workspace. Your accountant can't buy credits or change the plan in it.

If you belong to several workspaces

Switch between them at the top of the sidebar. Gennai remembers the last workspace you opened in that browser.

Troubleshooting

"Verify your email address in Settings before sending invitations"

Gennai needs to confirm your own email address before it sends invitations by email. Open Settings › Account, click Verify next to your email and enter the code we send you. Or click Generate link and share the link instead.

"This invitation has expired"

Invitations are valid for 7 days. Ask the person who invited you to send a new one.

The invitation was sent to a different email address

An invitation sent by email only works for that address. Sign in to Gennai with it, or ask for a new invitation to the address you use.

I can't change the plan

Only the owner can change the plan and the payment details. Members can still buy extra credits. See How credits work.