Meera's studio became a two-person business in month five.

Adding the second person took ten minutes.

Working out why Meera herself was showing up as Staff took considerably longer.

The Usual Way To Do This  

Covered in our published General FAQ, with the detail in Users and Roles.

To add someone:

1. Go to Settings → Users and Roles.

2. Open All Users.

3. Click Invite User.

4. Enter the person's email address.

5. Select the role they should have.

6. Send the invitation.

7. Have the person accept the invitation from their email.

8. Check that they now appear under your organization's users.

The important bit is the role. Never share one login between people — you lose the ability to tell who actually performed an action.

But Your Case May Be Different  

You may be facing one of these:

• I am listed as Staff on my own organization.

• The person who set it up has left and nobody has admin access.

• I have run out of user slots

• The standard forms do not capture a detail I need on every invoice.

Working Through It  

I am listed as Staff in my own organization

First, find out who the administrator actually is.

1. Find the user who has the administrator role.

2. If that person still works with you, ask them to change your role.

3. If they have left and nobody has administrator access, contact support.

Do not create another organization just to escape the role problem. Your existing records belong to the current organization.

The person who set it up has left, and nobody has admin access

This is an account-recovery problem, not a new-organization problem.

Send support@zohoinvoice.com:

• Your organization name.

• Your work email.

• The former administrator's details, if available.

• An explanation that the existing administrator is no longer available.

• Change of ownership duly signed by the CEO or CFO of the organization.

Then wait for the existing organization to be recovered rather than starting again.

I have run out of user slots

Zoho Invoice allows a maximum of two users per organization. If you have already reached this limit, you won't be able to invite additional users.

Before considering an upgrade, we recommend reviewing your existing users and pending invitations to ensure all available slots are being used efficiently.

1. Go to Settings → Users and Roles.

2. Review the list of existing users.

3. Check for pending invitations that have not been accepted.

4. Remove any users or invitations that are no longer needed.

5. If you need to add more than two users to your organization, consider upgrading to Zoho Billing, which offers plans with higher user limits.

Please note that removing a user does not delete the records they previously created.

The standard forms do not capture a detail I need on every invoice

Use a custom field.

1. Go to Settings

2. Choose the module — for example, Customers, Invoices, Quotes or Items.

3. Go to Fields tab

4. Click  +New Field.

5. Give it a clear name and choose the field type.

6. Decide whether it should be mandatory and choose whether it has to appear in the PDF.

7. Save the field.

Common examples are purchase order number, project code, delivery date, site/branch and salesperson.

Think twice before making a field mandatory.

On your phone: Custom fields appear on the relevant forms. Inviting users, changing roles and creating custom fields are web configuration work.

If It Still Is Not Right  

1. Check the invitation status. Invited is not the same as accepted.

2. Check the role. Permissions come from the role.

3. Check the organization. Make sure both people are working in the same organization.

4. Check the plan. User limits are organization-specific.

Still stuck: Send support@zohoinvoice.com your organization name, the user's email, and the role you expected them to have.