Team Members and Roles
Last updated: 2026-06-16
Duefy supports multiple team members per organization on the Team plan and above. Each member signs in with their own email and password.
Roles
There are four roles, ordered by privilege:
| Role | Can do | Common use |
|---|---|---|
| Owner | Everything — billing, integrations, deleting the org | The person who signed up |
| Admin | Manage invoices, clients, sequences, team members; delete invoices and clients | Operations / finance lead |
| Member | Create and edit invoices and clients; mark paid; send reminders. Cannot delete invoices or clients. | Collections agent |
| Viewer | Read-only — can browse but cannot create, edit, or delete anything | Auditor, observer, contractor |
The Owner is the only one who can change billing, transfer ownership, connect/disconnect accounting integrations (QuickBooks, Xero, etc.), or delete the org. Admins can invite/remove other admins and members, but not the Owner.
What changed (May 2026): We added the Viewer role and made the permission boundaries stricter. Members can no longer delete invoices or clients, can't export data in bulk, and can't manage integrations. If you need someone who can do those things, give them the Admin role.
Invoice visibility
In Settings → Team, the Owner can choose how Members and Viewers see invoices:
- All invoices (default): Everyone in the workspace sees every invoice — best for a shared collections team. (Clients are always shared regardless of this setting.)
- Only their own: Members and Viewers see only the invoices they created — for teams that keep separate books under one account.
Owner and Admin always see everything either way. The setting applies across the invoice list, dashboard totals, reports, AI summaries, and CSV exports.
Teams created before this default changed keep their previous setting; switch it any time in Settings → Team.
Assigning invoices
Owners and Admins can hand an invoice to a teammate — open an invoice and use Reassign owner, or select several in the list and choose Reassign owner in the bulk menu. The new owner becomes responsible for it: reminders and reports follow them, and in "only their own" visibility it shows up in their list. The teammate gets an email letting them know how many invoices were assigned to them.
Team seats & billing
Your Team plan includes 5 seats — a seat is the Owner plus each active member (counted across every organization you run). Beyond that, each extra seat is $10/month ($8/month on annual billing), added to your subscription and prorated. Removing a member frees the seat and credits the unused portion on your next invoice.
The Settings → Team page shows how many seats you're using (e.g. "3 of 5 seats used"). Once you reach 5, it tells you the next member adds a paid seat, and how many extra seats you're currently billed for.
Inviting someone
- Settings → Team → Invite member.
- Enter their email, pick a role, send.
- They get an email with a one-time link to set their password.
Invites expire after 24 hours. If the link expires, click Resend to send a fresh one.
Switching roles
On the team page, click the role next to a member's name to change it. The member is notified by email. The Owner role can only be transferred (see below), not assigned to multiple people.
Transferring ownership
Settings → Team → Transfer ownership. Pick an active member; ownership transfers immediately and you become an Admin. The new owner is notified by email.
Removing a member
Click Remove on their row. They lose access immediately and return to their own personal workspace, and are notified by email. Invoices and clients they created stay with the team.
Leaving a team
If you're a member (not the Owner), open Settings → Team and click Leave team. You'll go back to your own personal workspace. The Owner can't leave directly — they transfer ownership first.
Joining a team
When you accept an invite, you join that workspace and your own paid plan (if any) is cancelled — you bill through the team from then on. You can only be in one team at a time; leave your current team before joining another. Note: you can't downgrade away from Team while members remain — remove them first.
New members land on a short "Welcome to {team}" checklist on the dashboard — browse the team's clients, open an invoice, create your first one, and check the reports — so you can get productive quickly.
If the team's plan ends (the Owner cancels or lets it lapse), members are automatically moved back to their own personal account — the invoices and clients you created stay with the team.