Inviting your team
By the end of this article you will know how to add users, which role to pick, when to flag someone as a Collections Rep, and how role permissions play out in the app.
What you will learn
- How to invite a new user and what they see
- The three roles — Specialist, Manager, Admin — and what each can do
- The separate Collections Rep flag and why it matters
- How multi-location orgs restrict users to a single location
Invite a user
- Go to Settings → Users.
- Click Invite User.
- Enter the new teammates name and email.
- Pick a role — Specialist, Manager, or Admin (see below).
- Optional: check Collections Rep if this person works invoices directly.
- Optional: for multi-location orgs, pick a location to restrict them to, or leave blank for org-wide access.
- Click Send Invite. They get a welcome email with a set-password link.
The three roles
- Specialist — can work invoices, send emails, make calls, log notes, set PTPs. Cannot change org settings, add users, or see other users activity history. The right role for most collections reps.
- Manager — Specialist plus team-level reporting (who sent what, which rep closed what), can reassign invoices, and can edit workflows. Cannot change org-level integrations, billing, or user management.
- Admin — full access. Can connect / disconnect QuickBooks, manage billing, invite / remove users, edit every org setting. At least one admin per org. More than two gets noisy; keep the admin seat scarce.
The Collections Rep flag
Separate from role. Collections Rep = "works invoices and should be round-robined or counted in rep-productivity reports."
- Turn it on for anyone actively doing collections work — Specialists and often Managers.
- Leave it off for office staff who use Even Level in read-only mode, or for executives who look at dashboards but do not work invoices.
The Collections Rep flag drives the "My Accounts" toggle on the Invoices page (shows only invoices assigned to you), the assigned-rep dropdown on invoice cards, and reporting splits.
Location restriction (multi-location orgs)
If your org has multiple QuickBooks companies or physical locations, you can restrict a user to one of them. They will only see invoices and customers belonging to their location, and reports will scope to their location automatically.
Location assignment happens on the users settings row — you can add or remove it any time without breaking historical activity. Users with no location set see everything org-wide.