Inviting and Managing Team Members

You can invite other people to access your organization in NP Ledger — your bookkeeper, board treasurer, CPA, or staff members. Each person gets their own login and a role that controls what they can see and do.

Sharing access with your team means you don't have to be the only person entering transactions or pulling reports. Roles let you give people exactly the access they need — your CPA can review financials without accidentally changing your chart of accounts, and a board viewer can see reports without touching anything.

• You need an Admin or Owner role to invite or remove team members
• Each plan has a seat limit — check your current plan at Billing and Plans
• You'll need the person's email address

Inviting a team member

1. Go to Settings > Organization > Team in the sidebar.
2. Click "Invite." The invite form opens inline.
3. Enter the person's email address.
4. Select a role:
5. Owner — Full control of everything, including billing and team management. Only owners can invite other owners.
6. Admin — Full control except billing. Can invite members, accountants, and viewers.
7. Accountant — Financial read access, adjusting entries, audit log, data export, and 990 editing. No access to org settings, billing, or team management.
8. Member — Can record transactions, manage contacts, and do day-to-day bookkeeping. Cannot change settings.
9. Viewer — Read-only access to everything. Cannot create, edit, or delete anything.
10. Click "Send Invitation."

The person receives an email with a link to accept. If they already have an NP Ledger account, they'll be added immediately. If not, they'll be guided through signup first.

Important: Invitations expire after 7 days. If the person doesn't accept in time, you can resend the invitation from the team list.

Resending an invitation

1. Go to Settings > Organization > Team.
2. Find the pending invitation in the list below active members.
3. Click "Resend." This sends a fresh email and resets the 7-day expiry.

Revoking an invitation

If you sent an invitation by mistake or to the wrong email:

1. Go to Settings > Organization > Team.
2. Find the pending invitation.
3. Click "Revoke." The invitation link is immediately invalidated.

Removing a team member

1. Go to Settings > Organization > Team.
2. Find the member in the active members list.
3. Click "Remove."

Important: You can only remove members with a lower role than yours. You cannot remove yourself or the organization owner. Removing a member deactivates their access but does not delete their past activity in the audit log.

• The invited person appears in the pending invitations section with their email and role
• After they accept, they move to the active members list
• The member count reflects your current usage against the seat limit

• Inviting with the wrong role — If you need to change someone's role after they've joined, you'll need to remove them and re-invite with the correct role.
• Hitting the seat limit — Pending invitations count toward your seat limit. If you can't invite someone, check for expired invitations you can revoke, or upgrade your plan.
• Inviting to the wrong email — The person must accept using the email you invited. If they sign up with a different email, they'll still be added (with a logged mismatch), but it's cleaner to match.