Inviting people and choosing roles

How to invite people to your workspace, change their role or remove them, what Owners, Admins and Members can each do, and how seats count toward your plan.

Settings → People lists everyone in your workspace, their roles, and the invitations you have sent. Owners and admins can invite and remove people. Only owners can change someone’s role.

Roles

There are three roles. Each role can do everything the role before it can do.

	Member	Admin	Owner
Create and edit accounts, contacts, leads, projects, offers and invoices	✓	✓	✓
Delete records		✓	✓
Change workspace settings		✓	✓
Manage bank accounts and Stripe		✓	✓
Refund an invoice		✓	✓
Invite and remove people		✓	✓
Connect an AI assistant		✓	✓
Change someone’s role			✓
Manage the plan and billing			✓
Import invoices			✓
Export all data			✓
Delete the workspace			✓

Invite someone

Go to Settings → People.
Click Invite.
Enter the person’s email address under Email.
Choose a role under Role: Admin or Member.
Click Invite.

Billow shows “Invitation sent to [email].” and emails the person an invitation link. The invitation appears on the Invitations tab until it is accepted.

Owner is not an invite option. To add a second owner, invite the person as Admin or Member and change their role once they have joined.

Billow refuses the invitation in these cases:

Situation	Message
The person is already in the workspace	“This user is already a member of this workspace.”
A pending invitation already exists for that email	“An invitation has already been sent to this email.”
Your plan has no free seats	“Your plan has reached its member limit. Upgrade to invite more people.”

Accepting an invitation

The invitation link is valid for 7 days.

If the person has no Billow account yet, they set a password from the link and verify their email before joining.
If they already have an account, they sign in to join.
Either way, they confirm their name on the Set Up Your Account page and click Join Workspace.
The invitation only works for the email address it was sent to. If they are signed in with a different address, Billow shows an Email Mismatch page.

An expired link shows “This invitation has expired. Please contact the workspace administrator to request a new one.” To let them in, send a new invitation.

Cancel an invitation

Go to Settings → People and open the Invitations tab.
Click the … menu on the invitation’s row.
Choose Cancel invitation.
Click Cancel Invitation in the dialog.

The link stops working immediately. To see expired invitations, turn on Show expired invitations. You can remove those the same way with Remove invitation.

Seats and your plan

Your plan sets how many people can be in a workspace. Everyone who has joined takes a seat, including you. A pending invitation also takes a seat until it is accepted, cancelled or expires. See Plans and limits.