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Accounts and user management

Account and user management lets you add several team members to your paywise company and work on your cases together. Each user can have access to one or more companies and switch between them freely.

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Overview

Account and user management lets you:

• Invite team members: invite new users who do not have a paywise account yet
• Add existing users: add users who already have a paywise account for another company
• Switch companies: move quickly between companies when you have access to several
• Manage users: administer all of your company’s users in one place

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Inviting users

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Inviting new users

To invite a team member who does not have a paywise account yet:

1. Go to Einstellungen (Settings) → Benutzerverwaltung (User management)
2. Choose „Benutzer einladen” (Invite user)
3. Enter the new user’s email address
4. Choose „Einladung senden” (Send invitation)

The new user receives an email with an invitation link. Through it they can:

• create an account
• set a password
• access your company directly

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Adding existing paywise users

If you invite someone who already has a paywise account — for another company, say — the process differs slightly:

1. Go to Einstellungen → Benutzerverwaltung
2. Choose „Benutzer einladen”
3. Enter the existing user’s email address
4. Choose „Einladung senden”

The existing user receives an email notification and can accept the invitation:

• after signing in they see the open invitation
• one click on „Einladung annehmen” (Accept invitation) adds them to your company
• they can then switch between their companies

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Switching between companies

If you have access to several companies, you can move between them quickly:

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Via the sidebar

1. The left sidebar shows your current company
2. Click the company name
3. Pick the company you want from the list

After switching you work in the context of the selected company — all cases, mandates and settings refer to it.

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User management

As an administrator you can manage all of your company’s users:

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User list

1. Go to Einstellungen → Benutzerverwaltung
2. You see a list of all users of your company
3. The following is shown:
   • name and email address
   • when the user was added
   • status (active, invited, and so on)

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Removing a user

1. Go to Einstellungen → Benutzerverwaltung
2. Find the user in the list
3. Choose „Entfernen” (Remove)
4. Confirm

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Managing open invitations

1. Go to Einstellungen → Benutzerverwaltung
2. Under „Offene Einladungen” (Open invitations) you see every invitation sent
3. You can:
   • resend an invitation if it has expired
   • withdraw an invitation that is no longer needed

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Merging existing accounts

Users sometimes end up with several separate paywise accounts — one for company A and one for company B, for instance. Those can be merged.

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Case: you have two separate accounts

Example:

• Account 1: [email protected] for company A
• Account 2: [email protected] for company B
• Goal: manage both companies from one account

Step by step:

1. Decide on a main account
   • Pick the account you want to keep using (e.g. [email protected])
2. Invite yourself from account 2
   • Sign in with account 2 ([email protected])
   • Go to Einstellungen → Benutzerverwaltung
   • Invite your main email address ([email protected])
   • Send the invitation
3. Accept the invitation
   • Sign in with your main account ([email protected])
   • You see the invitation from company B
   • Choose „Einladung annehmen”
4. Result
   • Your main account now has access to both companies
   • You can switch between company A and B freely
   • Account 2 can be deleted or deactivated

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Case: several people share one login

Example:

• A shared account [email protected] is used by several people
• Goal: everyone gets their own account

Step by step:

1. Invite the team members
   • Sign in with the shared account
   • Go to Einstellungen → Benutzerverwaltung
   • Invite each person with their personal email address (e.g. [email protected], [email protected])
   • They do not need a paywise account yet — they can create one from the invitation
2. Accept the invitations
   • Each team member receives an invitation email
   • New users create an account via the invitation link and get access at once
   • Existing users sign in and accept the invitation
   • Everyone now has access to the company
3. Migrate the shared account (optional)
   • If the shared account should belong to one particular person, change its email address to a personal one
   • Go to Einstellungen → Profil → E-Mail-Adresse ändern

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Common problems and solutions

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Problem: I cannot see user management

Solution: user management is visible to administrators only. Ask an administrator of your company, or contact our support.

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Problem: an invited user cannot accept the invitation

Possible causes:

• The invitation has expired → send a new one
• The user is already a member of the company → check the user list
• The user is using a different email address → invite the correct address

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Problem: I cannot switch between companies

Solution: make sure you can reach the company picker. If the problem persists, contact our support.

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Managing different input-tax settings

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Separate companies for different tax treatments

Use case: You need different input-tax deduction settings for different areas or activities. For example:

• an area entitled to deduct input tax
• an area without that entitlement (small-business rule, for instance)

Setting up several companies with different tax settings: Create a second company in your paywise account:

1. Create a new company
   • Create a new company in paywise with the differing tax settings
   • Use the same company details (name, address and so on) as the main company
   • Choose the input-tax deduction settings you need
2. Add users
   • Invite all relevant team members to the new company
   • They can then switch between both companies as usual
3. Assign cases to the right company
   • Create new cases and mandates in whichever company matches the tax setting you need
   • Switch between the companies depending on which setting applies

Advantages of this approach:

• ✓ A clean separation of the different tax treatments
• ✓ Correct settlement and bookkeeping per tax setting
• ✓ Easy switching between companies via the company picker
• ✓ All team members can access both companies

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Support

We are glad to help with any question or problem around account and user management:

• Email: [email protected]
• Phone: see your contract documents

Our support team helps with:

• setting up user management
• migrating existing accounts
• merging several accounts
• resolving access problems