Feature · Team workspaces
A bank statement converter for accounting firms, with seats and roles
VouchRow works as a bank statement converter for accounting firms: every plan includes seats, the whole team draws on one page allowance, and each person gets a role and, if you choose, access to only the clients they work on.
- From 2 seats on Free to 25 on Business
- One page allowance for the whole team
- Admin, Accountant, Viewer and custom roles
- Access to every client or only chosen ones
The short answer
What a bank statement converter for accounting firms has to handle
A bank statement converter for accounting firms has to do more than convert: several people need to work on the same clients’ statements without sharing a password, and not all of them should be able to do everything. In VouchRow every plan includes seats (2 on Free, 3 on Starter, 10 on Professional and 25 on Business), the whole workspace shares one page allowance, and each member has a role and a list of the clients they can see.
Statements are filed in projects, one per client. A member can have access to all projects or only to chosen ones. Roles decide what they can do there: view, upload, edit, download, send to QuickBooks, delete, and the workspace-level permissions for projects, billing, integrations, the team and settings.
What is not here yet: single sign-on, an audit log and SCIM. Invitations are links you share rather than emails the system sends.
Step by step
How to set up a workspace for your firm
The person who creates the workspace is its owner and holds every permission. The rest is done from the team page.
- 1Name the workspace and set retentionThe workspace name and how long statements are kept are workspace settings. Set retention to match your engagement letters before the first statement goes in.
- 2Create a project for each clientProjects are how statements are organised and how access is limited later. One project per client keeps both simple.
- 3Pick or build the roles you needStart with Admin, Accountant and Viewer. If none fits, create a custom role and tick the permissions it should carry.
- 4Create an invitationEnter the person’s email address, choose their role, and give them all projects or only the clients they will work on. You get a link to copy.
- 5Send the link yourselfShare it by email or chat. It works once, for 7 days, and only for the email address it was made for, so a forwarded link does not let someone else in.
- 6They sign in and start workingThe invited person signs in with that email address and joins the workspace. If they already belong to another workspace, they switch between the two from the app.
One workspace, one pool of pages
The workspace is the unit that owns everything: the plan, the page allowance, the statements, the projects, the retention setting and the QuickBooks connection. People are members of it. When an accountant converts a statement, the pages come out of the workspace’s monthly allowance and any page packs it has bought, not out of a personal quota.
That is deliberate. Per-member allowances make a busy month a scheduling problem: one person runs out while another sits on unused pages. A single pool lets the work go to whoever has time.
Roles are lists of permissions
A role is nothing more than a named set of the twelve permissions, from viewing a statement up to managing the team. Admin, Accountant and Viewer are built in. Anything else, such as a reviewer who can edit rows but not export, or a partner who sees billing but never uploads, is a custom role you create.
The permissions are enforced by the database and the server, not only by hiding buttons. A Viewer who finds a download link still gets a refusal.
Access by client, not only by role
Statements live in projects, one per client. Each member has access to all projects or to the ones you choose, and a member limited to three clients sees those three and nothing else: not the other statements, not the other client names.
Role and project access are separate on purpose. The same Accountant role can be given to a senior who works across the book and to a contractor who only ever touches two clients.
No SSO, no audit log, and invites are links you send yourself
Why it works
What a shared workspace changes for a firm
One allowance, no stranded pages
Every upload draws on the workspace’s monthly pages and any page packs. Nobody runs out while a colleague sits on an unused quota.
Permissions you choose
Twelve permissions, three built-in roles and as many custom roles as you need, enforced on the server rather than by hiding buttons.
Clients kept apart
A member limited to chosen projects sees only those clients’ statements and nothing else in the workspace.
Several workspaces, one login
Work in your own workspace, a client’s and an employer’s with the same sign-in, and switch between them.
No shared passwords
Each person signs in as themselves, and removing someone removes their access without changing anyone else’s.
One QuickBooks connection
The QuickBooks Online connection belongs to the workspace, so whoever has permission to send uses the same connected company.
Seats
Seats and pages on each plan
A seat is a person in the workspace, the owner included. Seats are not sold separately: each plan comes with a number of them, and the page allowance is shared by everyone in those seats.
Pages are counted only where a statement carries transactions, so cover pages and disclosure-only pages do not come out of the pool. One-off page packs of 100, 500 or 1,000 pages can be added on any paid plan, do not expire, and are shared in the same way.
| Plan | Seats (owner included) | Pages a month, shared | From |
|---|---|---|---|
| Free | 2 | 10 | $0 |
| Starter | 3 | 300, 450 or 600 | $15 a month |
| Professional | 10 | 900, 1,200 or 1,500 | $39 a month |
| Business | 25 | 2,500, 5,000 or 10,000 | $99 a month |
Roles
Accounting firm user permissions, and what each built-in role holds
Every permission in the product is one of these twelve, and a role is a set of them. The three built-in roles cover the usual split: an Admin who runs the workspace, an Accountant who does the work, and a Viewer who reads. Admin holds everything except managing billing, which stays with the owner unless given out on purpose. Accountant can convert, review, export and send to QuickBooks, but cannot delete.
A custom role is any other combination. Two common ones: a reviewer with View and Edit but not Download, so rows are checked by one person and exported by another, and an office manager with View billing and Manage billing but no access to statements.
One rule keeps this safe to delegate: someone who is not the owner can only grant permissions they hold themselves. An Admin cannot create a role that manages billing, and cannot hand anyone more than they have.
| Permission | What it allows | Admin | Accountant | Viewer |
|---|---|---|---|---|
| View statements | Open statements and read their rows | Yes | Yes | Yes |
| Upload | Convert new statements, using the workspace’s pages | Yes | Yes | No |
| Edit | Review rows, label categories, move statements between projects | Yes | Yes | No |
| Download | Export Excel, CSV, QBO and the other formats | Yes | Yes | No |
| Send to QuickBooks | Send transactions to the connected QuickBooks Online company | Yes | Yes | No |
| Delete | Delete statements and their stored PDFs | Yes | No | No |
| Manage projects | Create, rename and delete projects (clients) | Yes | No | No |
| View billing | See the plan, usage and invoices | Yes | No | No |
| Manage billing | Change plan, buy packs, cancel, update the card | No | No | No |
| Manage integrations | Connect or disconnect QuickBooks | Yes | No | No |
| Manage team | Invite and remove people, change roles and access | Yes | No | No |
| Manage settings | Workspace name and how long statements are kept | Yes | No | No |
Clients
Client-level access: who sees which client’s statements
Each member is set to all projects or to a chosen list. With a chosen list, the workspace looks to them as if those clients were the only ones in it. They do not see other statements, other projects or other client names.
This is the part that makes it workable to bring in a contractor for a busy season, or to give a client’s own bookkeeper access to that client and no other. Access can be changed later from the team page without touching their role.
- A senior accountant: Accountant role, all projects.
- A seasonal contractor: Accountant role, the four clients assigned to them.
- A client’s in-house bookkeeper: Viewer, or a custom role with Download, on their own project only.
- A partner reviewing usage: a custom role with View billing and nothing else.
Sharing
How to share bank statements with your team without sharing a login
A statement uploaded to a project is visible to everyone with access to that project and the View permission. There is nothing to send round: the converted rows, the reconciliation result and the stored PDF are in the same place for each of them, under the workspace’s retention setting.
Each person signs in with their own account, so removing someone from the team removes their access and nobody else’s. That is the practical difference from a shared password, which has to be changed for everyone whenever anyone leaves.
A password-protected PDF is stored unlocked once it has been opened, so a colleague can open it without being given the password. Keep that in mind if a client sent the password to one person on purpose.
More than one workspace
Switching between your workspace and a client’s
A person can belong to several workspaces: their own, a client’s, and an employer’s. Each has its own plan, its own page allowance, its own projects and its own QuickBooks connection, and you switch between them from the app.
Uploads made in a workspace use that workspace’s pages. A freelancer invited into a client’s workspace converts on the client’s plan while working there, and on their own plan when they switch back.
Billing
Who pays, and who can change the plan
Billing belongs to the workspace owner. Members with View billing can see the plan, usage and invoices. Members with Manage billing can change the plan, buy page packs, update the card or cancel.
Because no one can grant a permission they do not hold, Manage billing can only be given out by the owner or by someone the owner has already given it to. A firm can therefore let an Admin run the team day to day while the plan and the card stay with the partner who pays for them.
Side by side
One shared login vs a team workspace
Plenty of small firms start by sharing one converter account. Here is what changes when each person has a seat.
| One shared login | Team workspace | |
|---|---|---|
| Who did the work | Everyone is the same user | Each person signs in as themselves |
| Someone leaves | Change the password and tell everyone | Remove them; nobody else is affected |
| Limit a contractor to some clients | Not possible | Give them chosen projects only |
| Stop juniors deleting history | Not possible | Leave Delete out of their role |
| Page allowance | One pool | One pool, shared by every seat |
| Record of who changed what | No | No: there is no audit log yet |
Who uses it
How firms use it
Small practices with a few staff
Starter’s three seats cover an owner and two staff, each with their own login, working in one project per client.
Busy-season contractors
Invite a contractor with the Accountant role and only the clients they are covering. Remove them when the season ends.
Review before export
A custom reviewer role edits and checks rows; only seniors hold Download and Send to QuickBooks.
Bookkeepers working inside a client’s account
A client who pays for their own plan invites their bookkeeper, who switches between that workspace and their own practice’s.
FAQ
Team workspaces for accounting firms: questions
How many users can a VouchRow workspace have?
It depends on the plan: 2 seats on Free, 3 on Starter, 10 on Professional and 25 on Business. The owner counts as one of them.
Does each team member get their own page allowance?
No. The whole workspace shares one monthly page allowance and any page packs it has bought. Every upload, by anyone, draws on the same pool.
Can I limit a team member to certain clients?
Yes. Statements are filed in projects, one per client, and each member has access to all projects or only to the ones you choose. A member limited to chosen projects sees nothing else in the workspace.
Can I create my own roles?
Yes. Admin, Accountant and Viewer are built in, and you can create custom roles from any combination of the twelve permissions. Someone who is not the owner can only grant permissions they hold themselves.
Why did my invited colleague not get an email?
Invitation emails are not sent automatically yet. Creating an invitation gives you a link to send yourself. It works once, for 7 days, and only when the person signs in with the email address it was made for.
Can I belong to my own workspace and a client’s?
Yes. A person can belong to several workspaces and switch between them. Each has its own plan, pages, projects and QuickBooks connection.
Who pays for a team workspace?
The workspace owner. Members with View billing can see the plan and invoices, and members with Manage billing can change the plan, buy packs or update the card.
Is there SSO or an audit log?
Not yet. There is no SSO or SAML sign-in, no audit log and no SCIM provisioning. If your firm requires them, this does not meet that requirement today.
Keep going
Related guides and converters
Related features
- Batch conversionConvert a client’s digital statements together, straight into their project.
- Send to QuickBooks OnlineOne connection per workspace, with its own permission.
- Password-protected PDFsWhy a teammate can open a statement without its password.
- Row-by-row reconciliationThe check every member sees on every statement.
Who uses team workspaces
Related
Other features
Set up your firm’s workspace
Create an account, add a project for each client and invite your team. Starter includes 3 seats and 300 pages a month from $15, and only pages with transactions count.