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Inviting Team Members

Add colleagues to your LiteWork organization so they can create invoices, manage contacts, and collaborate on your business. You control what each person can do through roles.

Before You Invite

Check your plan’s team member limit:

  • Solo — 1 user (just you)
  • Team — Up to 5 users
  • Business — Up to 25 users

If you’re at your limit, you’ll need to upgrade or remove existing members before inviting new ones. Check your usage in LiteWork Settings → Billing.

How to Invite

  1. Go to LiteWork Settings → Team
  2. Click Invite Member
  3. Enter their email address
  4. Select a role (Admin, Member, or Viewer)
  5. Click Send Invitation

They’ll receive an email invitation with a link to accept. The invitation expires after 72 hours.

Choosing a Role

When inviting, you assign one of these roles:

Role Best For Can Do
Admin Office managers, partners Everything except billing—create documents, manage contacts, invite members, connect Xero
Member Staff who create invoices Create and edit documents, manage contacts
Viewer Accountants, bookkeepers View documents and contacts only—no editing

See Managing Team Roles for detailed permissions.

Tip: Start with the most restrictive role that lets them do their job. You can always upgrade their access later.

What the Invitee Sees

When someone receives your invitation:

  1. They get an email from LiteWork
  2. The email shows your organization name and their assigned role
  3. They click Accept Invitation
  4. If they don’t have a LiteWork account, they create one
  5. They’re added to your organization immediately

If they already have a LiteWork account with another organization, they can access both—switching between them from the header.

Managing Pending Invitations

Invitations that haven’t been accepted appear in the Pending Invitations section:

Resending an Invitation

If they didn’t get the email or it expired, click Resend to send a new invitation. This creates a fresh 72-hour expiry.

Canceling an Invitation

Changed your mind? Click Cancel to revoke the invitation. They won’t be able to use the link anymore.

When They Accept

Once someone accepts your invitation:

  • They appear in your Active Members list
  • They can access all companies in your organization
  • Their access level is determined by their role
  • You’ll receive a notification that they’ve joined

Pending invitations don’t count toward your team member limit—only accepted members do.

Access to Companies

Team members can access all companies in your organization. There’s no way to restrict someone to specific companies—if they’re in the organization, they see everything.

If you need to keep businesses separate, use different organizations instead of different companies.

Inviting Someone Who’s Already a User

If you invite someone who already uses LiteWork (for their own business or another organization), they can accept and belong to multiple organizations. They’ll switch between organizations using the selector in the header.

Their data from their original organization stays completely separate from yours.

Troubleshooting

“Invitation not received”

  • Check their spam/junk folder
  • Verify you entered the correct email address
  • Resend the invitation from LiteWork Settings → Team

“Invitation expired”

Invitations expire after 72 hours. Click Resend to send a fresh invitation.

“Team limit reached”

You’ve hit your plan’s member limit. Either remove an existing member or upgrade your plan.

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