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How to Add Users or Employees to Your QuoteIQ Account

Learn how to invite employees, set permissions, and manage team access in QuoteIQ — including user limits by plan and recommended permission setups by role.

Updated over 2 weeks ago

QuoteIQ makes it easy to bring team members into your account with custom roles and permission control. In this guide, you'll learn how to invite users, customize what they can see and do, and help them switch into your company after they accept the invite.

User Limits by Plan

Each QuoteIQ plan includes a set number of users. The account owner counts as 1 user.

  • Essentials ($29.99/mo) — 1 User

  • Beginner ($74.99/mo) — Up to 2 Users

  • Pro ($149.99/mo) — Up to 4 Users

  • Elite ($299/mo) — Up to 7 Users

  • Max ($699/mo) — Unlimited Users

Need more users than your plan allows? Upgrade your plan from the Subscription Packages tab in Settings. No per-user fees — just move to the next plan tier.

Prefer a video?

Step 1: Go to Settings

From your Dashboard, click Settings in the left-hand sidebar.

Step 2: Scroll to Users & Permissions

Scroll to the bottom of the Settings menu and click Users & Permissions.

Step 3: Click the Plus Arrow to Add a User

In the bottom right corner of the Users screen, click the + (plus arrow) to add a new team member.

Step 4: Enter Their Email and Assign Permissions

  • Type in the user/employee's email address & press the + Add button

  • Below the email field, adjust the notification preferences and permission toggles to control what they can access.

Permissions List

Dashboard Screen

  • View Dashboard

Estimates Screen

  • View Estimates

  • View Prices

  • View Documents and/or Photos

  • Create Estimates

  • Edit Estimates

  • Delete Estimates

  • Schedule Estimate

  • Decline Estimate

  • Mark Estimates as Paid

  • Share

Invoices Screen

  • View Invoices

  • View Prices

  • View Documents and/or Photos

  • Create Invoices

  • Edit Invoices

  • Delete Invoices

  • Mark Invoices as Paid

  • Share

Calendar Screen

  • View Calendar

  • View Assigned Events Only

  • View Prices

  • Mark Calendar Events as Done

  • Mark Assigned Events Only as Done

  • Create Calendar Events

  • Edit Calendar Events

  • Edit Assigned Events Only

  • Delete Calendar Events

  • Delete Assigned Events Only

  • Share

QuoteIQ Cam Screen

  • View Inspection Form

  • Create Inspection Form

  • Create Inspection Template

  • Edit Inspection Template

  • Delete Inspection Template

  • Share

Pipelines / Deals Screen (Elite and above)

  • View Pipelines

  • Create Deals

  • Edit Deals

  • Delete Deals

Inventory Management Screen (Elite and above)

  • View Inventory

  • Manage Products

  • Manage Locations

  • Manage Suppliers

  • Manage Orders

Job Costing Screen (Pro and above)

  • View Job Costing

  • Manage Job Costs

EmployeeHub Screen (Elite and above)

  • View Employee Profiles

  • View GPS Location Tracking

  • View Time Tracker

  • Manage Team Communication

Client Portal Screen (All Plans)

  • Send Portal Links

  • View Portal Activity

Settings Screen

  • Edit Estimate Terms and Conditions

  • Edit Email Templates

Services Screen

  • View Services

  • Add Services

  • Edit Services

  • Delete Services

Packages Screen

  • View Packages

  • Add Packages

  • Edit Packages

  • Delete Packages

Contacts Screen

  • View Customers

  • Add Customers

  • Edit Customers

  • Delete Customers

Map Screen

  • Use Maps

Import Contacts Screen

  • Import Contacts

Hourly Rate Calculator Screen

  • Use Hourly Rate Calculator

Mix Calculator Screen

  • Use Mix Calculator

QuickBooks Syncing Screen

  • Sync with QuickBooks

Lead Sources Screen

  • View Lead Sources

  • Add Lead Sources

  • Delete Lead Sources

Expenses Screen

  • View Expenses

  • Create Expenses

  • Edit Expenses

  • Delete Expenses

Virtual Call Team Screen

  • View Virtual Call Team Logs

  • Manage Virtual Call Team Logs

  • Manage Virtual Call Team Agents

Notification Settings Screen

  • Edit Notifications Preferences

National Averages Screen

  • View National Averages

Email Automation Screen

  • View Email Automations

  • Create Automations

  • Edit Automations

  • Delete Automations

Text & Email Blasts Screen

  • View Text & Email Blasts

  • Create Text & Email Blasts

  • Edit Text & Email Blasts

  • Delete Text & Email Blasts

Client Hub Screen

  • View All Conversations

  • Manage Conversations

Recommended Permissions by Employee Role

Field Technician (Basic Crew Member)

  • Dashboard Screen: View Dashboard

  • Calendar Screen: View Assigned Events Only, Mark Assigned Events Only As Done

  • QuoteIQ Cam Screen: View Inspection Form, Create Inspection Form, Upload Job Photos

  • Estimates Screen: Optional – View Estimates only

  • Client Hub: Optional – View Conversations for job context

  • Invoices & Pricing: No access

For team members performing on-site work but not handling estimates, billing, or scheduling.

Scheduler/Dispatcher

  • Dashboard Screen: View Dashboard

  • Calendar Screen: All permissions

  • Estimates Screen: View Estimates, Schedule Estimates

  • Contacts Screen: View Customers, Edit Customers

  • Client Hub: View Conversations, Manage Conversations

  • Notifications Settings: Edit Preferences

For office staff responsible for calendar management, customer coordination, and dispatching jobs.

Sales/Estimator

  • Dashboard Screen: View Dashboard

  • Estimates Screen: All permissions

  • Invoices Screen: View Invoices, Share

  • Contacts Screen: View, Add, and Edit Customers

  • Calendar Screen: View Calendar, Create Calendar Events

  • Pipelines/Deals: View Pipelines, Create Deals, Edit Deals

  • Email Automation & Text/Email Blasts: View and Create

  • Client Hub: All access

For team members creating estimates, upselling, and communicating with leads and clients.

Office Manager/Admin

  • All major screens: View, Create, and Edit

  • Invoices and Expenses: Create and Edit

  • Job Costing: View and Manage

  • Inventory: View and Manage

  • Settings: View and manage templates (avoid T&C editing unless necessary)

  • Automation and Financial Settings: Optional, based on trust level

For a trusted admin helping manage operations without full financial or owner-level access.

Owner/Partner/Full Admin

  • All permissions enabled

This role includes full visibility and access to every screen, feature, and financial function across the platform.

You can select or deselect permissions individually, or check Select All Permissions at the top to give full access. Every permission is tracked in real-time per user.

Step 5: Send the Invite

Once their email and permissions are set, click Send Invite.

An invitation email will be sent to the user with a link to join your QuoteIQ account.

Step 6: User Accepts the Invite

When the employee opens the email and clicks Accept Invite, they'll be prompted to create a QuoteIQ account.

Once finished, they'll automatically enter a Free Trial on their personal account.

Step 7: User Switches Into Your Company

To access your team's account:

  • The user clicks the three dots in the top left of their dashboard

  • Then selects Switch Company

They will then land inside your account with the permissions you assigned.

FAQs

How many users can I add?

It depends on your plan. Essentials includes 1 user, Beginner includes 2, Pro includes 4, Elite includes 7, and Max includes unlimited users. To add more users, upgrade to the next plan — there are no per-user fees.

Can I change a user's permissions after they've been added?

Yes. Go to Settings > Users & Permissions, click on the user, and adjust their permission toggles at any time.

Can I remove a user from my account?

Yes. From Users & Permissions, you can remove any user. Their personal QuoteIQ account will remain active, but they'll lose access to your company's data.

Does each user need their own subscription?

No. Users are included in your plan. When an employee accepts your invite and switches into your company, they operate under your subscription — they don't need their own paid plan.

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