Workspaces
A workspace represents one client engagement. Each workspace belongs to your accounting firm and is shared with one client company. Accountants typically work across many workspaces; client users see only their own.
The Workspaces Dashboard
When you sign in, you land on the Workspaces dashboard — your morning overview of where things stand across all clients.
Status dots
Each workspace tile shows a coloured dot that tells you at a glance whether the workspace needs attention:
| Dot | Meaning |
|---|---|
| 🟢 Green | Everything is under control — no open issues, fewer than five items in each bucket |
| 🟡 Amber | Something needs checking — a bucket has reached five items, or there is at least one open issue |
| 🔴 Red | Needs attention today — a bucket has fifteen or more items, three or more issues, or work has been sitting unreviewed for more than five days with no recent client uploads |
The three stat cards
Each tile shows three counts:
- To review — bank transactions flagged for human review (AI was uncertain about categorisation)
- Unmatched — invoices that have not yet been matched to a bank transaction
- Issues — extraction failures and very-low-confidence categorisations
Sections
Tiles are grouped into two sections:
- Needs attention — any workspace with an amber or red dot
- All caught up — workspaces where everything is green
The count after each section title updates as you search.
Searching
Type in the search box at the top right to filter by workspace name. The section structure stays in place as you type — you'll see, for example, "Needs attention (1)" if only one matching workspace is in that bucket. To clear the filter, click Clear search or delete the search text.
Overview banner
Below the page header, a single line summarises your full client book: how many documents need review, how many transactions are unmatched, how many issues are open, and how many workspaces are flagged. This is the one-glance check before you decide which workspace to open first.
Creating a New Workspace
Only organization admins can create workspaces. Regular accountants (organization members) work inside workspaces they have been added to — they cannot create new ones. If you need workspace creation access, ask an existing admin to promote you from the Organization settings page (see Roles & Permissions).
Starting the wizard
On the Workspaces dashboard, click New workspace in the top-right action bar. This opens a three-step wizard.
Step 1 — Workspace details
Fill in the basic information for the new client engagement:
| Field | Notes |
|---|---|
| Client name | The client's trading name; becomes the workspace name |
| Country | Drives currency and timezone defaults |
| Base currency | Pre-filled based on country; editable |
| Timezone | Pre-filled based on country; editable |
Selecting a country automatically fills in the most common currency and timezone for that country. You can change either field independently before continuing.
Click Next to proceed to Step 2.
Step 2 — Primary entity
A workspace needs at least one entity — the legal company that owns the client's bank accounts and appears on their invoices. AI Finance Team uses the entity to determine invoice direction (income vs. expense), so this step cannot be skipped.
| Field | Notes |
|---|---|
| Entity name | Legal company name — required |
| Tax ID | Strongly recommended; can be added later in master data |
| Country | Defaults to the workspace country |
Additional entities (for multi-company clients) can be added later from the workspace's master data section.
Click Next to proceed to Step 3, or Back to return to Step 1 without losing your entries.
Step 3 — Invite client (optional)
This step prompts you to invite the client owner so they can connect bank accounts and upload invoices. It is optional — you can skip it and send the invitation later from workspace settings.
If you choose to invite now:
- Enter the client's email address. Optionally fill in their name — it'll greet them by name in the email and pre-fill the signup form when they accept.
- Optionally add a personal message — a few sentences explaining why you're inviting them. The same message goes to every recipient in the batch.
- Click Send invite.
AI Finance Team sends the invitation email automatically. The wizard also shows the invite link as a fallback in case email delivery fails.
The invitation is assigned the client owner role. The client owner can then invite their colleagues as client members from within the workspace.
Click Skip to finish without inviting, or complete the invite step to send the invitation.
After the wizard
Once the wizard completes, you are redirected to the new workspace's overview page. The workspace appears immediately in your Workspaces dashboard. You are automatically set as an accountant admin of the new workspace.
If you did not provide a tax ID for the primary entity, the workspace overview shows a prompt to add it from master data. You can dismiss this prompt and return to it later.
Joining an Existing Workspace
How you join depends on your organization role:
Organization admins see all workspaces belonging to their firm on the dashboard, including workspaces they have not personally joined. These non-member workspaces show a Join button — one click adds you as accountant admin and opens the workspace.
Organization members (non-admin accountants) see a separate Browse firm workspaces view listing workspaces they don't yet belong to. Each row has a Request to join button. Clicking it notifies the firm's admins by email; they approve or reject from their Organization settings inbox. You get an email when the decision is made.
Inviting Team Members
Once a workspace exists, an accountant admin can invite additional members from workspace Settings → Team:
- Other accountants from your firm (as accountant or accountant admin)
- Client users at the client company (as client owner or client member)
The invite panel takes up to 10 recipients in one batch, each with an optional name pre-fill, plus an optional personal message that goes to the whole batch. AI Finance Team emails each invitee automatically.
See Roles & Permissions for the full breakdown of what each role can see and do, and the details of the invitation flow.
Organization Settings
The Organization settings link in the sidebar is visible to organization admins. It takes you to your firm's organisation settings, where you can:
- Manage team members and their roles across the whole firm
- Send bulk invitations to new team members
- Review pending workspace join requests submitted by organization members
What's Not Yet Built
- Bank connection management UI — bank account data exists but the interface for clients to connect, disconnect, or manage their bank link is not yet available.
- Workspace settings — the settings page is a stub; configuration like auto-categorisation and missing document alerts are set at workspace creation but cannot yet be changed via the UI.
- Per-workspace closing cadence — the closing period shown in each tile footer is currently the current calendar month. Support for quarterly VAT cycles and other reporting cadences is planned.