Working with multiple organisations
One login can hold more than one organisation. If you look after collections for several businesses — as a bookkeeper, an accounts-receivable consultant, or an owner with more than one company — you can run them all from a single Gary account and switch between them in a click. Each organisation keeps its own customers, invoices, settings and billing, fully walled off from the others.
What an organisation is
An organisation is one business Gary chases invoices for. It holds that business's Xero connection, mailbox, customers, calling rules, do-not-call list, call history and credit balance. Nothing is shared between organisations, so one client can never see another's data.
Adding another organisation
There are two ways to end up with more than one:
- Create one. Open the account menu at the bottom of the sidebar and choose Create organisation. You become its admin and set it up like your first — connect Xero and a mailbox, then go live. See Getting started.
- Accept an invite. If someone invites you to their organisation, opening the invite adds it to your account with the role they chose. You do not need a second login.
Switching between them
Open the account menu at the bottom of the sidebar — it shows the organisation you're in now, with its name and your role. When you belong to more than one, a Switch organisation list appears. Pick one and Gary loads that organisation's data; the one you're viewing has a tick beside it.
Everything on screen — invoices, calls, approvals, billing — belongs to the organisation you've switched to. Switching never mixes data between them.
Roles
Each membership carries a role:
- Admin — can change settings, manage the team, invite others and handle billing.
- Member — can do the day-to-day work but not change the organisation's settings or team.
Your role can differ from one organisation to the next. You might be the admin of your own and a member of a client's.
Billing stays separate
Each organisation has its own credit balance and its own saved card or bank account. Topping up one never touches another. If you run collections for clients, you pay each organisation's bill and can pass the cost on to that client yourself — Gary keeps the billing per organisation. See Billing.
Keeping clients apart
Because every organisation is separate, each one has its own:
- Xero connection and mailbox
- calling hours and follow-up rules
- do-not-call list
- approvals — you switch Gary on per customer, per organisation
- call recordings, transcripts and audit trail
So a customer you've marked do-not-call in one organisation stays callable in another where they're a different business's customer. Set each organisation up on its own terms.