Invite a teammate to your firm

Step-by-step procedure for a firm owner inviting another bookkeeper to share client engagements.

Prerequisites

• You are on the Firm plan (not Solo, Single Cleanup, or Free). Upgrade at /pricing first if needed.
• Your teammate has a LedgerClean account (they can sign up at any time; the invite works for existing and new accounts).
• Your teammate's account has no engagements yet, or they are willing to archive/delete what they have before accepting. This is a one-time guard so their existing work does not get orphaned.

Steps

1. Sign in and open Account → Team. The direct URL is /account/team. If the link does not appear on the Account page, confirm your plan shows Firm at the top.

2. Enter your teammate's email. Use the exact address they will sign in with. Case is ignored but the domain must match.

3. Click Send invite. LedgerClean emails the link directly to your teammate. The email has your address set as Reply-To, so if they respond with "is this really you?" the reply goes to you, not to a no-reply address. The invite page also shows you the raw URL as a fallback you can forward manually (useful when the teammate's company email filters out new senders or lands the invite in spam). The link expires after 7 days.

4. Teammate signs in and accepts. When they click the link while signed in with the invited email address, they land on /account/team/accept with an Accept invite button. One click joins them to the firm and redirects to the dashboard.

5. Confirm on the Members table. Back on your Team page, the teammate now appears under Members with their accepted date. The seat counter increments.

Adding a fourth (or later) seat

The Firm plan bundles three seats. When all three are occupied and you try to send a fourth invite, the UI surfaces a Add a seat → button. That opens Stripe's hosted confirm flow with the new quantity preview and prorated charge. Confirming in Stripe adds the seat; the webhook syncs it back to LedgerClean within a few seconds. Re-send the invite once the seat count reflects the new total.

Removing a teammate

From Account → Team, click Remove next to the teammate in the Members table. The teammate is moved back to a fresh firm-of- one so they remain signed in and can start their own LedgerClean firm later if they want.

Stripe seat count does not shrink automatically. Visit Manage seats in Stripe on the Team page when you want to drop the seat; the billing portal will show the prorated credit before you confirm.

Troubleshooting

• "An invite has already been sent to this address" — revoke the pending invite (reopen the Team page and it will show under Pending Invites) and send a new one.
• "Invite has expired" — generate a fresh invite; the old link is single-use and 7-day-bound.
• "This invite was sent to a different email address" — the teammate is signed in with a different account. They should sign out and back in with the invited email.
• "Accepting this invite would orphan your existing engagements" — the teammate has real (non-demo) engagements in their own firm-of-one. Archive or delete those engagements first, then re-accept. A brand-new account whose only engagement is the Copper Skillet onboarding sample does not trigger this error; the sample is cleaned up automatically when they join your firm.