Workspaces

A workspace is one client engagement. It belongs to your accounting firm and can hold several companies, which is what a client with more than one legal entity needs. Invoices, bank transactions, master data, categories and settings all live inside a workspace; your firm, its people, billing and templates live above it, in the organization.

Accountants work across many workspaces. Client users see only their own.

Three words come up everywhere in AI Finance Team, and they mean three different things:

A firm that keeps its own company's books has one organization and one workspace, and the two can carry the same name.

The Workspaces Dashboard

Signing in normally lands you on the Workspaces dashboard, your morning overview of where things stand across every client. Not always, though: if you belong to exactly one workspace and are not an organization admin, you are taken straight into it, and if your firm has no workspace yet you get the new-client walk instead of the application.

Status dots

Each tile carries a coloured dot:

The three counts

• To review: bank transactions the AI was not confident enough to categorise.
• Unmatched: invoices with no bank transaction against them.
• Issues: bank transactions categorised with very low confidence, plus invoices whose extraction failed.

Sections and search

Tiles are grouped into Needs attention (amber or red) and All caught up (green), and the count after each heading follows what you search for. The search box filters by workspace name; when nothing matches, the empty state offers Clear search.

Below the page header, one line sums up your whole client book: documents to review, unmatched transactions, open issues and how many workspaces are flagged.

Two things that appear on the dashboard

• An invitation addressed to you shows in a panel above the banner, so you can accept it without hunting for the email.
• A client you started setting up and did not finish shows as a dashed tile with its progress, for example 3/6, and Continue setup. Nothing arrives in that workspace until the walk is finished.

Switching Workspaces

Inside a workspace, the sidebar header is a dropdown: every workspace you belong to, each with its base currency underneath, plus Back to dashboard. With a single workspace and no admin rights it is just a label.

Setting Up a New Client

Only organization admins create workspaces. If you need to, ask an admin to promote you (see Roles and Permissions).

New workspace, on the dashboard, opens a guided walk of six screens. Two of them are required and four can be skipped.

Your firm's very first client starts the same walk without the button: right after sign-up the app opens it full screen. If your organization still carries the name we gave it at sign-up (for example "Anna's Firm"), one short screen comes first, What is your organization called?. It names your office, not the client, and it is not one of the six screens. Once the name is set it does not come back.

1. The client company. The tax number comes first, next to the country. For a Hungarian company, AI Finance Team looks it up in the company register and fills in the company name, the workspace name, the address, the registration number and the main activity. You can change any of them. The tax number is also read back to you as its core number, EU VAT number and VAT code, which is the quickest way to catch a typo. If the register has nothing (for example, for a sole trader), the fields simply stay empty for you to fill in. The base currency and the time zone follow from the country. If the client has more companies, add them here.
2. Bank accounts. For a Hungarian company, the accounts the company register lists are already on the screen, ticked. Untick the ones the client does not use for this bookkeeping. An account number is what puts each bank transaction on the right company. The live bank connection comes later, made by the client in their own browser.
3. Categories. A new workspace starts with no categories, and nothing is sorted automatically until a list exists. Import your own, or, if your firm keeps a category template, it is applied for you. From the second client onwards you can also copy from another client.
4. Data sources. NAV Online Számla, the workspace's own email address for forwarding invoices, and what the client will connect themselves.
5. Export. Hungarian workspaces only: the general-ledger numbers the export files need.
6. People. Invite the client, and tick the colleagues from your own firm who should be on this engagement. Colleagues are added straight away with the role they already hold; the client is emailed an invitation, offered as Finance lead by default. Each row has its own language, so an invitation arrives in the recipient's own. Finish with I'm done.

Two things about the walk are worth knowing:

• The workspace becomes real as you leave screen 2 (Bank accounts), not at the end. From there on it exists, it appears on your dashboard, and its sidebar stays locked until you finish the walk. Closing the tab loses nothing.
• One setup at a time. Starting another client while one is unfinished takes you back to the unfinished one.

You are an accountant admin of every workspace you create. Besides your answers, a new workspace gets a default set of transaction types, the VAT master data it needs, and its own email address for invoices.

Getting Into an Existing Workspace

The dashboard shows only workspaces you are a member of. Everything else is under Organization → Manage workspaces, which lists the firm's workspaces and where you stand with each.

• Organization admins pick a role, Accountant or Accountant Admin, and click Add me.
• Everyone else clicks Ask to join, also after picking the role they want. The workspace's admins are emailed, and you are emailed their decision.

Requests are decided inside the workspace, under Settings → Team management → Pending requests, not in the organization settings.

Adding People

A workspace's people are managed at Settings → Team management, by anyone holding the permission to invite. The panel takes up to ten recipients at a time, each with a name, a role and a language, plus one personal message of up to 500 characters for the whole batch. The pending invitations tab is where you find the link to copy if an email does not arrive.

Roles and Permissions has the full picture: the five roles, who may invite whom, and what each one can see and do.

Organization Settings

The Organization section in the sidebar is open to everyone in your accounting firm: the firm's details, Manage workspaces, the firm's team and its invitations, AI access, and support access. Only Billing is admin-only.

Organization admins can change the organization's name under Organization → General. The country can only be changed by us, so get in touch if it is wrong.

Limits

• A workspace cannot be archived or deleted. There is no way to do it, by design.
• There is no limit on how many workspaces you have. Billing counts documents per month, not workspaces.
• The closing period is the calendar month. Each tile's footer names the month being closed; quarterly and other cadences are not supported yet.