Team Management and Collaboration

Growing businesses need more than solo invoicing—they need team collaboration. Factumo's team accounts let you work together with colleagues, accountants, and business partners while maintaining proper access controls and accountability. Whether you're a small agency with a few team members or a larger organization with separate departments, team accounts provide the structure and permissions you need.

This guide walks you through everything from creating team accounts to managing members, assigning roles, and implementing best practices for team collaboration on invoicing and financial operations.

Team Accounts vs. Personal Accounts

Understanding the difference between account types helps you choose the right setup for your needs.

Personal Accounts

Personal accounts are individual workspaces for freelancers and sole proprietors:

Characteristics:

• Single user only (you)
• Your personal email and login
• Personal tax ID (NIF/NIE)
• Individual dashboard and data
• No member management needed
• Simpler setup and billing

Best For:

• Freelancers (autónomos)
• Individual consultants
• Solo service providers
• Personal side projects
• Testing Factumo features

Example Use: María García is a freelance graphic designer operating as an autónoma. She uses a personal account to invoice her clients, track payments, and manage her business finances independently.

Team Accounts

Team accounts are shared workspaces for businesses with multiple users:

Characteristics:

• Multiple team members
• Shared company data and clients
• Company tax ID (CIF)
• Centralized invoicing and records
• Role-based permissions
• Activity tracking and audit logs
• Shared subscription billing

Best For:

• Agencies and studios
• Small to medium businesses (PYMES)
• Professional partnerships
• Companies with employees
• Businesses with accountants/bookkeepers
• Growing organizations

Example Use: Desarrollo Web S.L. is a web development company with 5 developers, 1 project manager, and 1 accountant. They use a team account where everyone can access client projects, developers create invoices for their work, the project manager reviews everything, and the accountant handles tax reporting.

Switching Between Account Types

You can have both personal and team accounts:

Multiple Account Access:

• Use your single login email
• Switch between accounts easily via account switcher
• Different data in each account
• Separate billing for each

Example: Carlos operates both as a freelancer (personal account) and co-owns a design agency (team account). He uses the account switcher to toggle between his solo projects and agency work seamlessly.

Creating a Team Account

Set up a new team workspace for your business.

Step 1: Navigate to Account Creation

From any Factumo page:

1. Click your profile/account switcher (top right)
2. Click Create Team Account
3. Or navigate to Settings → Accounts → New Team

Step 2: Enter Company Information

Provide your business details:

Company Name:

• Legal business name exactly as registered
• Example: "Desarrollo Web S.L."
• Appears on all invoices from this team account

Account Slug:

• Short URL-friendly identifier
• Example: "desarrollo-web" or "dweb"
• Used in URLs: factumo.com/home/desarrollo-web
• Cannot be changed later, choose carefully
• Must be unique across Factumo

Company Tax ID (CIF):

• Your company's CIF number
• Example: "B12345678"
• Required for invoicing
• Must match official registration

Company Address:

• Complete registered business address
• Street, postal code, city, province, country
• Appears on all team invoices

Step 3: Configure Initial Settings

Set up basic team account preferences:

Default Currency: EUR (for Spanish businesses) Default Language: Spanish, English, Swedish, or Norwegian Invoice Numbering: Set up your team's numbering system Time Zone: Europe/Madrid (for Spanish operations)

See Company Setup Guide for detailed configuration instructions.

Step 4: Create Account

Click Create Team Account to finalize:

• Team workspace created
• You're automatically assigned as Owner (highest permissions)
• Empty client and invoice lists (fresh start)
• Ready to invite team members
• Separate billing from personal account

Team Roles and Permissions

Factumo uses a role-based permission system to control what team members can do.

Available Roles

Owner

The highest permission level with complete control:

Capabilities:

• Full access to all features and data
• Manage company settings and configuration
• Invite, edit, and remove team members
• Assign and change member roles
• Delete the team account
• Manage billing and subscriptions
• Access audit logs and reports
• Create, edit, finalize, and delete invoices
• Manage clients and settings
• Export all data

Limitations: None—complete administrative access

Best For: Business owners, managing partners, CEOs

Example: Elena is the owner of Marketing Plus S.L. and has the Owner role, giving her complete control over the team account, including adding/removing team members and managing the subscription.

Admin

High-level permissions for day-to-day management:

Capabilities:

• Create, edit, finalize, and delete invoices
• Manage all clients and suppliers
• Access all financial reports
• View audit logs
• Invite new team members (but cannot change owner)
• Edit most company settings
• Export data and reports
• Manage invoice templates
• Record payments and expenses

Limitations:

• Cannot remove the Owner
• Cannot delete the team account
• Cannot change billing/subscription details
• Cannot change other Admins' roles

Best For: Operations managers, CFOs, senior staff

Example: Javier manages daily operations at the agency. As an Admin, he can handle all invoicing, client management, and team coordination without needing to bother the owner for routine tasks.

Member

Standard access for regular team members:

Capabilities:

• Create and edit draft invoices
• View all invoices and clients
• Create and edit estimates
• Record basic payment information
• Access reports (view-only)
• Upload attachments to invoices
• Send invoices via email
• Download invoice PDFs

Limitations:

• Cannot finalize invoices (must request Admin/Owner review)
• Cannot delete finalized invoices
• Cannot create credit notes
• Cannot edit company settings
• Cannot manage team members
• Cannot access billing information
• Cannot view full audit logs

Best For: Regular staff, project coordinators, sales team

Example: Ana is a project manager who creates invoices for her clients and saves them as drafts. An Admin reviews and finalizes them before sending. This gives Ana autonomy while maintaining oversight.

Accountant

Specialized read-only access for financial professionals:

Capabilities:

• View all invoices, estimates, and credit notes
• Access all financial reports
• Download data exports for accounting software
• View VAT summaries and tax reports
• Download all invoice PDFs
• View client information
• Access audit trail and activity logs
• Export year-end data

Limitations:

• Cannot create or edit invoices
• Cannot modify clients or suppliers
• Cannot change company settings
• Cannot manage team members
• Cannot finalize or send invoices
• Read-only access to everything

Best For: External accountants, bookkeepers, auditors, financial advisors

Example: Teresa is the external accountant for three client companies. She has the Accountant role in each team account, allowing her to access all financial data for tax preparation without risk of accidentally modifying invoices or settings.

Role Comparison Table

Adding Team Members

Invite colleagues, staff, and accountants to your team account.

Step 1: Navigate to Team Management

From your team account dashboard:

1. Click Settings → Team Members
2. Or click Team in the main navigation
3. You'll see a list of current members

Step 2: Click Invite Member

Click the Invite Team Member button in the top right.

Step 3: Enter Member Details

Fill in the invitation form:

Email Address (required):

• Member's work email
• Must be valid and accessible
• They'll use this to log in
• Can be personal email if they don't have company email

Full Name (required):

• First and last name
• Helps identify team member in activity logs
• Example: "Carlos Rodríguez"

Role (required):

• Select from: Owner, Admin, Member, Accountant
• Consider appropriate access level
• Can be changed later if needed

Personal Message (optional):

• Custom note in invitation email
• Welcome message or instructions
• Context about their role

Example:

Email: carlos.rodriguez@ejemplo.com
Name: Carlos Rodríguez
Role: Member
Message: Welcome to the team! You'll be handling client
invoicing for the web development projects. Let me know
if you have any questions about using Factumo.

Step 4: Send Invitation

Click Send Invitation:

• Email sent to member's address
• Invitation link valid for 7 days
• Member receives notification
• Invitation pending until accepted

Step 5: Member Accepts Invitation

The invited person receives an email:

Email Content:

Subject: You've been invited to join [Company Name] on Factumo

Hello Carlos,

Elena Martínez has invited you to join the team account
for Marketing Plus S.L. on Factumo.

Role: Member

Personal message from Elena:
"Welcome to the team! You'll be handling client invoicing
for the web development projects..."

Accept Invitation: [Accept Button]

This invitation expires in 7 days.

Acceptance Process:

1. Click Accept Invitation in email
2. If they have a Factumo account: Added immediately to team
3. If they're new to Factumo: Create account, then added to team
4. They can now access the team workspace

Step 6: Confirmation

Once accepted:

• Member appears in team members list
• Their role is active immediately
• They can access permitted features
• Activity logged in audit trail

Managing Team Members

Maintain your team as people join, leave, or change roles.

Viewing Team Members

Access the team members list at Settings → Team Members:

Information Displayed:

• Member name
• Email address
• Current role
• Date joined
• Last active
• Status (Active, Invitation Pending)

Example List:

┌──────────────────────────────────────────────────────┐
│ Team Members (6)                                     │
├──────────────────────────────────────────────────────┤
│ Elena Martínez                 Owner    Jan 1, 2024  │
│ elena@marketingplus.com       Active                 │
│                                                       │
│ Javier Sánchez                 Admin    Feb 15, 2024 │
│ javier@marketingplus.com      Active                 │
│                                                       │
│ Ana López                      Member   Mar 20, 2024 │
│ ana@marketingplus.com         Active                 │
│                                                       │
│ Teresa García                  Accountant Sep 1, 2024│
│ teresa@contabilidad.com       Active                 │
│                                                       │
│ Carlos Rodríguez              Member    Pending      │
│ carlos@ejemplo.com            Invited 2 days ago     │
└──────────────────────────────────────────────────────┘

Changing Member Roles

Update roles as team members' responsibilities change:

Process:

1. Navigate to Settings → Team Members
2. Find the member in the list
3. Click the role dropdown next to their name
4. Select new role (Owner, Admin, Member, Accountant)
5. Confirm change

Important Rules:

• Only Owner can change roles to/from Owner
• Admins can change Member/Accountant roles only
• At least one Owner must always exist
• Role changes take effect immediately
• Member is notified via email of role change

Example Scenario: Ana was a Member but has been promoted to team lead. The Owner changes her role to Admin so she can finalize invoices and manage clients independently.

Removing Team Members

When someone leaves your organization or no longer needs access:

Process:

1. Navigate to Settings → Team Members
2. Find the member to remove
3. Click Remove Member (or three-dot menu → Remove)
4. Confirm removal

What Happens:

• Member immediately loses access to team account
• Cannot view or edit any team data
• Their name remains in audit logs (for compliance)
• Invoices/work they created remain unchanged
• Billing automatically adjusts (if per-seat pricing)

Important Considerations:

• Cannot remove the last Owner (transfer ownership first)
• Remove access before employee departure for security
• Consider changing to Accountant role instead of removing if they need ongoing read-only access

Example: Carlos left the company. The Owner removes him from the team account immediately on his last day to ensure he no longer has access to sensitive financial information.

Resending Invitations

If invitation email was lost or expired:

1. Find pending invitation in team members list
2. Click Resend Invitation
3. New invitation email sent
4. New 7-day expiration period

Alternative: If invitation expired, remove the pending invitation and send a fresh invitation.

Canceling Pending Invitations

If you invited someone by mistake or they declined:

1. Find pending invitation
2. Click Cancel Invitation
3. Invitation link becomes invalid
4. Can re-invite later if needed

Activity Tracking and Audit Logs

Monitor team actions and maintain accountability with comprehensive activity tracking.

What Gets Tracked

Factumo automatically logs all significant actions:

Invoice Activities:

• Invoice created (draft or finalized)
• Invoice edited or updated
• Invoice finalized
• Invoice sent to client
• Invoice marked as paid
• Credit note created
• Invoice deleted

Client Activities:

• Client added
• Client information updated
• Client deleted

Team Activities:

• Member invited
• Member joined team
• Member role changed
• Member removed
• Team settings changed

Financial Activities:

• Payment recorded
• Refund processed
• Expense added

System Activities:

• Company settings updated
• Subscription changed
• Data exported

Accessing Audit Logs

View team activity history:

Navigation: Settings → Team → Audit Logs

Permissions:

• Owner: Full access to all logs
• Admin: Full access to all logs
• Member: Cannot access audit logs
• Accountant: Full access to all logs

Log Display:

┌────────────────────────────────────────────────────────┐
│ Audit Log                                              │
├────────────────────────────────────────────────────────┤
│ Today, 14:35                                           │
│ Ana López created Invoice 2025-0089                    │
│ Draft invoice for €1,500.00 to Nordic Tech AB         │
│                                                        │
│ Today, 11:20                                           │
│ Javier Sánchez finalized Invoice 2025-0088            │
│ Invoice total: €3,200.00 to Acme Corp                 │
│                                                        │
│ Yesterday, 16:45                                       │
│ Elena Martínez added new client: Design Studio Ltd.   │
│ UK client, VAT ID: GB123456789                         │
│                                                        │
│ Yesterday, 09:15                                       │
│ Ana López sent Invoice 2025-0087 via email            │
│ Sent to cliente@ejemplo.com                           │
│                                                        │
│ Jan 18, 10:00                                          │
│ Teresa García (Accountant) exported VAT report        │
│ Q4 2024 VAT summary downloaded                         │
└────────────────────────────────────────────────────────┘

Filtering Audit Logs

Narrow down logs to find specific activities:

Filter by:

• Date range (last 7 days, 30 days, quarter, year, custom)
• Team member (see specific person's actions)
• Activity type (invoices only, clients only, team changes only)
• Search by keyword (client name, invoice number, etc.)

Example Use: Owner wants to see all invoice finalizations by Ana in January. Filter: Member = "Ana López", Activity Type = "Invoice finalized", Date = "January 2025".

Exporting Audit Logs

Download audit trails for compliance or analysis:

1. Apply desired filters
2. Click Export Audit Log
3. Choose format: CSV, Excel, PDF
4. Download file with all filtered activities

Use Cases:

• Compliance audits
• Tax authority requests
• Internal reviews
• Performance tracking
• Dispute resolution

Best Practices for Team Collaboration

Implement these practices to maximize efficiency and maintain accountability.

Assign Roles Appropriately

Principle of Least Privilege: Give members the minimum access needed for their job.

Don't:

• Make everyone an Admin "just to be safe"
• Give all employees Owner access
• Grant full access to external contractors

Do:

• Start with Member role and upgrade if needed
• Use Accountant role for external bookkeepers
• Limit Admin to true managers/supervisors
• Reserve Owner for business owners/C-level only

Example: A junior team member only needs to create draft invoices. Use Member role rather than Admin—they can always request a supervisor to finalize.

Implement Review Workflows

Create approval processes for quality control:

Simple Workflow:

1. Member creates draft invoice
2. Admin/Owner reviews draft
3. Admin/Owner finalizes and sends
4. Member can track status

Benefits:

• Catches errors before clients see invoices
• Maintains quality standards
• Provides training opportunities
• Reduces costly corrections

Implementation: Instruct Members to always save as Draft, then notify Admin via Slack/email for review before finalizing.

Use Clear Communication Channels

Coordinate team invoicing activities:

Internal Tools:

• Slack/Teams: "Ana, can you review Invoice 2025-0089? Saved as draft."
• Email: For more formal approval requests
• Project management: Link invoices to projects in Asana/Trello
• Comments (coming soon): Add internal comments directly on invoices

Client Communications:

• Standardize who sends invoices to clients
• Use team email addresses rather than personal
• CC relevant team members on important communications

Regular Access Reviews

Periodically audit team member access:

Monthly:

• Review team members list
• Confirm all members still need access
• Remove departed employees immediately
• Check for pending invitations (clean up old ones)

Quarterly:

• Review role assignments (still appropriate?)
• Check audit logs for unusual activity
• Update access based on organizational changes
• Document access review for compliance

Example: First Monday of each month, Owner reviews team members list and removes anyone who has left, ensuring security and accurate billing.

Document Team Processes

Create internal documentation for consistent operations:

Document:

• How to create invoices in your company
• Approval workflows (who reviews what)
• Client communication standards
• Invoice numbering conventions
• When to create credit notes
• How to handle foreign currency invoices

Format: Simple Google Doc, Notion page, or wiki accessible to all team members.

Example Document Outline:

# Invoicing Process at Marketing Plus S.L.

## Creating Client Invoices
1. Use client template for recurring services
2. Add all billable hours from Harvest
3. Save as Draft
4. Notify Javier via Slack for review
5. Javier reviews and finalizes
6. Ana sends invoice via Factumo email

## Invoice Numbering
- Format: 2025-XXXX
- Sequential, no gaps
- Never delete invoices (use credit notes)

## Client Communication
- Always send from team email: facturacion@marketingplus.com
- CC project manager on all invoice emails
- Follow up on overdue invoices after 7 days

Separate Personal and Team Work

Keep boundaries clear if team members also have personal accounts:

Best Practices:

• Use account switcher intentionally
• Don't invoice personal clients through team account
• Don't invoice team clients through personal account
• Check which account you're in before creating invoices
• Use different colors/themes to distinguish visually (if available)

Example: Carlos does freelance work on the side. He uses his personal account for his side clients and the team account only for company work, keeping finances completely separate.

Train New Team Members

Proper onboarding ensures consistency:

Training Checklist:

• ✓ Review company invoicing policies
• ✓ Walk through Factumo interface
• ✓ Show how to create draft invoices
• ✓ Explain approval workflow
• ✓ Demonstrate client management
• ✓ Review Spanish invoicing requirements
• ✓ Practice with test invoice
• ✓ Provide documentation links

Ongoing Support:

• Designate experienced member as mentor
• Regular check-ins first month
• Encourage questions
• Review their first invoices carefully

Billing for Team Accounts

Understand how team account subscriptions work.

Team Account Pricing

Team accounts have different pricing than personal accounts:

Personal Account: €X/month (single user)

Team Account: €Y/month base + €Z per team member

Example Pricing (check current rates):

• Base: €49/month
• Per member: €15/month per active user
• 5-member team: €49 + (5 × €15) = €124/month

Who Counts as a Team Member

Counted:

• Active users with any role (Owner, Admin, Member, Accountant)
• All users who can log in

Not Counted:

• Pending invitations (until accepted)
• Removed members

Billing Adjustment: When you add/remove members mid-month, billing prorates automatically.

Managing Team Subscription

Owner access only:

1. Navigate to Settings → Billing
2. View current plan and members
3. See upcoming charges
4. Update payment method
5. Cancel subscription (with confirmation)

Payment Methods:

• Credit/debit card
• SEPA direct debit (EU)
• Invoice payment (annual plans)

Subscription Cancellation

If you cancel your team subscription:

What Happens:

• Access continues through current billing period
• No new invoices can be created after expiration
• Data retained for 90 days (read-only access)
• Export all data before cancellation
• Can reactivate anytime within 90 days

Data Retention: After 90 days, account data is permanently deleted per GDPR requirements.

Security and Data Protection

Protect sensitive financial data with proper security practices.

Access Control

Strong Passwords:

• Require all team members to use strong, unique passwords
• Enable two-factor authentication (2FA) for all accounts
• Never share login credentials

Device Security:

• Use trusted devices for accessing Factumo
• Lock computers when away from desk
• Don't save passwords on shared computers

Offboarding Procedures

When team members leave:

Immediate Actions:

1. Remove from team account immediately
2. Change shared passwords they may know
3. Review their recent activity in audit logs
4. Ensure no pending invoices left as drafts
5. Transfer any in-progress work to other members

Documentation:

• Note departure date in records
• Document final access removal
• Keep audit logs showing removal

Data Privacy

GDPR Compliance:

• All team member data processed per GDPR
• Members can request their personal data
• Audit logs retained per legal requirements
• Data deletion requests honored (except legal retention)

Client Data Protection:

• Only share client data with team members who need it
• Don't export client data to personal devices
• Use secure channels for sensitive information
• Follow Spanish data protection laws (LOPDGDD)

Common Scenarios and Solutions

Scenario 1: New Agency Starting Out

Situation: Three partners starting a design agency need to collaborate on invoicing.

Setup:

1. Create team account with company CIF
2. Make all three partners Owners initially (equal control)
3. Configure company settings together
4. Agree on invoicing workflows
5. As team grows, add employees as Members
6. Hire accountant → Add with Accountant role

Best Practice: Start with clear agreements on who handles what, documented in writing.

Scenario 2: External Accountant Needs Access

Situation: Your accountant needs to prepare quarterly VAT returns and needs access to all invoice data.

Setup:

1. Invite accountant with Accountant role
2. They can view all invoices and reports
3. They cannot modify anything (read-only)
4. They can export data for their accounting software
5. Access continues year-round for ongoing support

Best Practice: Use Accountant role rather than Admin—prevents accidental changes to financial records.

Scenario 3: Employee Promotion

Situation: Team member Ana has proven trustworthy and is promoted to manager role.

Setup:

1. Owner/Admin navigates to Team Members
2. Changes Ana's role from Member to Admin
3. Ana immediately gains new permissions
4. Notify Ana of expanded responsibilities
5. Train Ana on new features she can now access
6. Update internal documentation reflecting new workflows

Best Practice: Don't over-grant permissions preemptively. Upgrade roles when responsibilities actually increase.

Scenario 4: Seasonal Team Expansion

Situation: Marketing agency hires contractors for busy season (Q4), then reduces team size after.

Setup:

• September: Invite 3 contractors as Members
• October-December: Contractors create draft invoices for their projects
• January: Busy season ends, remove contractors
• Result: Billing automatically adjusts; only pay for active months

Best Practice: Use Member role for contractors with limited permissions. Remove promptly when contracts end.

Scenario 5: Suspected Unauthorized Access

Situation: You notice invoices being modified when the assigned person wasn't working.

Investigation:

1. Check audit logs immediately
2. Filter by date/time of suspicious activity
3. Identify which team member's account was active
4. Check if team member was actually working
5. If compromise suspected: Remove member access immediately
6. Reset passwords for all team members
7. Enable 2FA if not already enabled
8. Contact support for assistance

Prevention: Enforce strong passwords and 2FA from the start.

Next Steps

Now that you understand team management:

• Creating Invoices - Start invoicing as a team
• Company Setup - Configure team account settings
• Multi-Currency - Invoice international clients as a team
• Managing Clients - Build shared client database

Need help with team management? Contact support at support@factumo.com