Start here if you're an owner or admin
A first-week plan for the people who run the workspace: set it up, invite the team, decide who approves what, and handle requests.
As an owner or admin you approve what your team sends in, record payments and keep the books tidy. The owner also looks after the plan and billing. Here's a sensible first week.
Day one: get the basics in#
Name your office and look at the Get your office set up checklist on the Overview. Click Show me a sample office if you want to explore with example data first, then Remove sample data before you start for real. See Set up your workspace.
Add your bills. Click New, choose Bill to pay, and drop in the PDF or photo of an invoice. Plainstamp fills in the vendor, amount and dates; check them and click Add to Bills. The vendor is added for you.
Add your vendors that don't have a bill yet on the Vendors board.
Turn on phone notifications in Settings › Notifications › Turn on for this device, so you can approve from your phone.
Day two: bring your team in#
Go to Team and invite each person by typing their email and choosing the right role. Plainstamp emails the invite to them. See Invite your team.
Invite your bookkeeper or CPA as an Accountant. Accountants are free: 1 on Starter, 2 on paid plans.
If you have field staff who only need their own job list, make them Workers.
Decide who approves what#
Without any rules, what an employee sends goes to the admin they pick, or to every admin if they leave it on Any admin. Whoever gets to it first decides.
On the Small plan and up you can go further in Settings › Approval rules:
Approval rules by amount: send anything over a set amount to a particular person, or (Team plan and up) ask for two approvals.
Spending limits: let trusted employees record small expenses without waiting.
See Approval rules.
Every day: handle what's waiting#
Check the Waiting for you card on the Overview, or the orange number next to My approvals.
Open My approvals, look at each request and click Approve or Reject. When you reject, write a reason; the person sees it and can fix and resubmit.
Pay bills from Bills to pay when they're due. You can pay in parts.
Going on holiday? Set a stand-in on the My approvals page under Someone going away? so requests don't wait for you. See Approve or reject a request.
Things only the owner can do#
Change the plan and pay for it on Plan & billing. See Change your plan.
Hand ownership to an admin from the Team page (Make owner next to their name).
Require everyone to use two-step sign-in, in Settings › Sign-in & security.