A workspace belongs to exactly one company. If you look after several companies or clients, create a workspace for each. Documents, inboxes, contacts, chart of accounts, rules, tags and exports are kept separate per workspace.
Above that sits your account. It belongs to the person who subscribes and can hold any number of workspaces. Documents from all workspaces count together toward the account’s plan, see Billing.
You switch between workspaces in the sidebar. Everything you upload or connect goes to the workspace that’s currently open.
Create a workspace
- Go to Settings > Workspaces and click Add workspace.
- Enter the company name, website, tax ID and address.
- Choose the chart of accounts template: Billpal default, Austria (ÖEKR) or Germany (SKR03/SKR04). You can upload your own chart later, see Chart of accounts.
- Click Create workspace.
Only the account owner can create and delete workspaces.
Company details and aliases
Under Settings > Workspaces, click a workspace to open its details. The company details matter to Billpal: from the company name, trade name and Domain, Billpal tells whether your company is the supplier or the customer on a document, and so whether it’s an incoming or outgoing invoice.
If your company appears under other names or domains, such as a former company name or a second website, add them under Alias. If none of these names appears on a document, Billpal sends it to review.
If an alias is already saved as a contact, Billpal asks first. If you confirm, that contact counts as your company from then on: its documents are assigned to your company and the contact is removed.
Under Description, explain in a sentence or two what the company does. Billpal uses this to categorize documents more accurately, for example whether a laptop was bought for own use or for resale.
Language
There are two language settings:
- Workspace language (in the workspace details): Billpal writes notes and booking texts in this language. It applies to all members and ends up in your exports.
- App language (under Settings > Profile): the language of the interface. Each person sets it for themselves.
Roles
Invite people
- Open the workspace under Settings > Workspaces and, under Members, click Invite member.
- Enter the email address and choose the role Admin or Member.
- Click Send invitation.
The person gets an email with a link to join. The invitation is valid for 7 days. While it’s pending, you can resend it, change the role or cancel it from the invitation’s menu.
If the person is already in another workspace of your account, pick them under People on your account and add them right away with Add to workspace.
People you invite don’t need a subscription of their own. This works both ways: a company can invite its accountant into its workspace, or an accounting firm creates workspaces for its clients and invites them. Billing always runs through the account that owns the workspace.
Remove members and leave a workspace
An admin removes people from the menu next to their name with Remove member. To leave yourself, click Leave workspace under “Danger zone” in the workspace details. Inboxes and WhatsApp numbers you connected in that workspace are turned off.
The last admin can’t leave the workspace. Make someone else an admin first.
Delete a workspace
In the workspace details, click Delete workspace under “Danger zone” and type DELETE to confirm. Billpal then permanently deletes all documents, contacts and settings of the workspace. This can’t be undone. Export anything you need to keep first, see Exports. 
