The first person a sole trader takes on is often not full-time on the tools: a partner doing the quotes in the evening, an apprentice, a subcontractor for the big jobs, an accountant at year end. When job software charges for each person, every one of them becomes a cost decision, and plenty of small firms end up sharing one login instead. This guide covers who to add, what each person needs to see, and why sharing costs more than it saves.
What sharing one login costs
- Nobody knows who did what. An invoice sent with the wrong price, a visit moved without telling anyone: the record says it was you.
- You can’t take it back. When someone leaves, the only way to end their access is to change the password and tell everyone else the new one.
- Everyone can change everything. Your bank details on every invoice, your VAT number, your prices.
- Your accountant gets the keys. Someone who only needs to read your invoices can send them too.
Who to add, and with what role
Sendinvo has five roles. You’re the Owner; the rest are for the people you invite.
| Who | Role | What they can do |
|---|---|---|
| A partner or office manager who runs things with you | Admin | Everything day to day, including company settings, billing and the team. Can’t cancel the subscription, hand the company over or delete it. |
| Someone doing quotes, invoices and bookings | Member | Makes and sends invoices, quotes and jobs, and books visits. Can’t reach company settings or billing, so your bank details stay where you left them. |
| Someone on the tools, employed or subcontracted | Field | Sees their own visits and the jobs they’re on, and no prices. Starts and finishes those visits, writes notes and adds photos. |
| Your accountant or bookkeeper | Viewer | Sees everything, changes nothing. |
A Field person sees the client’s name, address and phone number for their visits, and none of the quotes, invoices or prices. A job’s notes reach them unless you untick “Field people can see this” on that job, which is the place for anything about the client you’d rather keep in the office.
What changes on the Schedule
Once there’s more than one of you, each visit is assigned to someone: you, unless you choose another person. The client’s email names who’s coming. The Schedule shows everyone, just you, or one person at a time, and a clash is worked out per person, so two people booked at the same time is fine and one person booked twice is flagged. On your own, you see none of this.
Field people work in the iPhone app
A Field person starts and finishes their visits, writes notes and adds photos in the Sendinvo app for iPhone, which is on its way to the App Store. Until it’s there, the office can still book visits for them and the client’s email will name them, but a Field person signing in on the web is told their visits are in the app. There’s no Android app.
What it costs
Sendinvo is one price for the company: £20 a month covers everyone you invite, in any role, however many there are. Add someone or take them off and the bill stays the same. If you’re comparing tools, look up what the second and third person would cost on each one’s own pricing page before you commit, because many job management tools charge for each person. Sendinvo vs Tradify compares one that does.
When someone leaves
An Owner or Admin removes them from Team and their access ends straight away. What they did stays in Activity with their name on it. Nobody else’s password changes.
Everything about roles and billing is on the team accounts page.
Questions
Can my accountant have their own login?
Yes. Invite them as a Viewer: they see every invoice, quote and payment and can’t change anything.
Can a Field person see what I charge?
No. A Field person sees their own visits and the jobs they’re on, with the client’s name, address and phone number, and no prices, quotes or invoices.
Does adding people to Sendinvo cost more?
No. Your whole team is included in the one monthly price, whatever their role and however many there are.
Can I belong to more than one company?
Yes. If you run a second business, or someone else has put you on theirs, a switcher in the sidebar moves you between them. Each company is billed on its own.