You add people to Pricebookr by inviting them. Enter an email address, choose a role, and Pricebookr emails them a link that creates their login and joins them to your company. They don't need a Pricebookr account first — and they shouldn't make one, because signing up on their own creates a separate empty company instead of joining yours.
Send an invitation
- Open the Members tab.
- Type the person's email address and pick a role: ADMIN, SALES, or FIELD.
- Check that sees cost is set the way you want — it follows the role, and field techs start with it off.
- Click Send invitation.
They appear under Pending invitations until they accept, then move up into the members table. Invitations expire after 7 days and can be used once.
What each role can do
| Role | What it means |
|---|---|
| ADMIN | Everything: every pricebook, settings, billing, and the team itself. Admins always see cost. |
| SALES | Inside sales. Sees the pricebooks you grant, typically retail and wholesale. |
| FIELD | Field techs. Read-only catalog access to the pricebooks you grant, typically the field list. Cannot create, edit, restore, or delete catalog items. |
Role is set on the invitation and can be changed afterward — re-enter the same address on the Members tab with a different role, which updates them in place rather than sending another email.
Pricebook access and cost visibility
The invitation carries their role and whether they can see cost. It does not carry per-pricebook access — grant that from the members table once they've accepted. See Pricebooks & role-based access.
The sees cost box next to the role decides whether they see unit cost, markup, and margin, or only the price to charge. It follows the role you pick — off for FIELD, on for SALES — and you can override it before sending. Admins always see cost, so the box is fixed on for them. Whatever you choose applies the moment they accept, and you can change it later from the members table.
Resending and revoking
Under Pending invitations, Resend emails a fresh link — which immediately stops the previous link from working — and Revoke cancels the invitation outright. Revoke anything sent to a wrong address rather than waiting for it to expire.
Inviting someone who already uses Pricebookr
A subcontractor who also works for another shop, or anyone who already has a Pricebookr login, gets an invitation the same way. They confirm with the password they already use, and your company is added to their existing account — their own catalog and pricebooks are untouched. If they're signed in when they open the link, they won't be asked for a password at all.
If they sign in with Google or Apple and have never set a password, there's nothing for them to confirm with. They should sign in first, then open the invitation link again — it stays valid.
Once they've accepted, both companies are on one login and they move between them with the company menu in the top bar. Their role can differ in each — an owner at their own shop and a field tech at yours — and Pricebookr applies whichever one belongs to the company they're currently in.
How many people you can add
Starter includes up to 10 users; Standard includes up to 50. A pending invitation counts toward that limit while it's outstanding, since it's a seat someone is about to take. If you hit the cap, either revoke an invitation nobody is going to accept or upgrade under Settings → Billing. Billing itself follows accepted members, so a pending invitation is never charged.
Removing someone
Remove in the members table ends their access to your pricebooks. Their Pricebookr account survives — if they belong to another company, they keep it. You can't remove yourself, and an organization has to keep at least one admin.
Troubleshooting
| What you see | Why, and what to do |
|---|---|
| This invitation has expired or was already used. | Invitations last 7 days and work once. Resending also invalidates the earlier link, so an old email in the same thread will show this. Ask for a fresh one from the Members tab. |
| This email signs in with Google or Apple. Sign in first, then open this invitation link again. | That account has no password to confirm with. Sign in with Google or Apple, then reopen the link — it hasn't been used up. |
| That password doesn't match this email address. | The address already has a Pricebookr account and the password entered isn't its password. Use Forgot password? on the login page, then open the invitation link again — a failed attempt doesn't consume it. |
| This invitation link is missing its token. | The URL was truncated, usually by copy-paste. Click the button in the email instead of copying the address. |
| The Starter plan includes up to 10 users… | You're at the seat limit, counting pending invitations. Revoke one that won't be accepted, or upgrade to Standard. |
| They never got the email | Check spam, confirm the address under Pending invitations, and use Resend. If the address is wrong, revoke it and send a new one. |
| They signed up instead of accepting, and their catalog is empty | They created their own separate company. Have them sign out, then open the invitation link and confirm with the password they just set — that joins your company to the same login. See Sign in with Google or Apple. |
| The setup checklist still shows the team step as unfinished | It counts people who have joined, not invitations sent, so it ticks when someone accepts. Adding a second pricebook also completes that step. |