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How to Add Users or Employees to Your QuoteIQ Account

Invite employees, pick a role preset, fine-tune permissions (including Atlas), and manage team access — plus users included by plan and $25 extra seats.

QuoteIQ brings team members into your account with role presets and granular, per-screen permission control. When you invite someone, pick a role preset (for example Administrator, Crew Leader, Technician or Office Staff) to start them with the right access, then fine-tune any individual permission toggle. In this guide, you'll learn how to invite users, customize exactly what they can see and do, what stays owner-only, and how they activate their invite.

Users Included with Each Plan

Each QuoteIQ plan includes a set number of users. The account owner counts as 1 user, and pending invites count too.

  • Essentials ($29.99/mo) — 1 User

  • Beginner ($99.99/mo) — Up to 2 Users

  • Pro ($199.99/mo) — Up to 4 Users

  • Elite ($299.99/mo) — Up to 10 Users

  • Max ($699.99/mo) — Up to 20 Users

Need more people? Any paid plan can add up to 100 extra users for $25 per additional user per month. Extra users are billed monthly, separately from your plan. Manage them from your Subscription page, from Employee Hub, or from Settings → Users & Permissions, which shows how many seats you've used.

On Max from before October 2026? Max subscribers from before October 2026 keep 200 users. New Max subscriptions include 20.

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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. This screen also shows how many seats you've used.

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. If you've used all the seats your plan includes, you can add an extra user for $25 per month.

Step 4: Enter Their Email, Pick a Role, and Adjust Permissions

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

  • Pick a role preset. The role you choose is saved with the invite, and someone invited as an Administrator gets full access as soon as they join.

  • Below the email field, adjust the notification preferences and permission toggles to fine-tune 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 (Pro and above)

  • 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

Atlas (all plans)

  • Use Atlas — open Atlas and use the map, Lead Generator and door knocking

  • Spend in Atlas — buy leads and property details

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

Notice what's not on this list: connecting or managing your Stripe / payment account and editing the Company Profile. Those are owner-only and can't be granted to a user — see What Only the Account Owner Can Access below.

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

  • Atlas: Use Atlas (add Spend in Atlas if they buy their own leads)

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

  • Client Hub: All access

For team members creating estimates, upselling, prospecting, 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 preset turns on every permission toggle — full visibility and access to every permission-controlled screen and feature. A few owner-only areas (see What Only the Account Owner Can Access below) are not governed by permissions and stay with the account owner even when every box is checked.

You can select or deselect permissions individually, or check Select All Permissions at the top to grant every permission-controlled feature at once. Every permission is tracked in real-time per user. Select All Permissions does not unlock the owner-only areas below — those always stay with the account owner.

What Only the Account Owner Can Access

A few areas of QuoteIQ are tied to the account owner and are not part of the permission list — so they can't be handed to an employee, even with Select All Permissions turned on. These stay with the owner:

  • Your Stripe / payment connection — connecting or managing the Stripe account, bank & payout details, and Consumer Financing setup. (See How to Set Up and Collect Payments.)

  • Company Profile — your company's core business information.

No role or permission unlocks these, including the Administrator role. If one of these needs changing, the account owner has to do it while signed in to their own owner account.

Step 5: Send the Invite

Once their email, role 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: The User Logs In to Activate the Invite

✅ For most people, logging in is the only step.

The invited user opens the invitation email, clicks Accept Invite, sets up their login, and signs in. Logging in activates the invite — they land directly in your company with the role and permissions you assigned. There is no extra step to perform.

Once they've logged in, they'll appear as accepted on your Users & Permissions screen.

If They Already Had a QuoteIQ Account: Switch Company

⚠️ This applies only to people who already had a QuoteIQ account on that same email address.

They can switch between their own account and yours at any time. As of the late September 2026 update, they no longer get stuck showing as "Pending" after joining.

To switch into your company:

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

  • Then selects Switch Company and chooses your business

They will then land inside your account with the permissions you assigned, and can use Switch Company any time to move back and forth between their own account and yours.

FAQs

My employee accepted the invite but still doesn't show as accepted. What's wrong?

The invite activates when they log in. If they clicked Accept Invite but never signed in, they won't show as accepted on your Users & Permissions screen. Have them log in to QuoteIQ with the invited email address, and make sure they're on the latest version of the app.

Also double-check the invite was sent to the exact email address they're logging in with — an invite sent to a different address won't connect.

I invited someone as an Administrator but they don't have full access.

This was fixed in the late September 2026 update. The role you pick is now saved with the invite, and Administrators get full access right away. If someone was invited before the fix, open their user in Users & Permissions, set the role again, and save.

Does an invited user have to use Switch Company?

Only if they already had their own QuoteIQ account on that email address. A brand-new user just logs in and lands straight in your company — no switching needed.

How do I give an employee full (admin) access?

Pick the Administrator role when you invite them, or open Settings > Users & Permissions, click the user, and check Select All Permissions. Either way, a few owner-only areas — connecting or managing your Stripe payment account and editing the Company Profile — stay with the account owner and can't be granted to anyone.

How do I let an employee use Atlas?

Turn on Use Atlas for them. To let them buy leads or property details, also turn on Spend in Atlas. See Atlas.

Can an employee connect Stripe or edit my company information?

No. Connecting or managing your Stripe payment account (including bank/payout details and Consumer Financing) and editing the Company Profile are owner-only. They are not part of the permission list, so no employee — even one with Select All Permissions enabled — can access them. The account owner handles these directly from their own account.

How many users can I add?

Essentials includes 1 user, Beginner includes 2, Pro includes 4, Elite includes 10, and Max includes 20. The owner counts as one, and pending invites count too. Need more? Any paid plan can add up to 100 extra users for $25 per additional user per month, billed monthly, separately from your plan. Max subscribers from before October 2026 keep 200 users.

Can I downgrade to a plan with fewer users?

Only once your team fits the new plan. A downgrade can't go through while your team is bigger than the new plan allows, including any extra users. Remove users first, then downgrade.

What happens if I cancel an extra seat?

The seat stays until the end of the month you've already paid for, and you won't be charged for it again.

Where do I manage extra seats?

From your Subscription page, from Employee Hub, or from Settings → Users & Permissions.

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 role or 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, up to your plan's number. When an employee logs in on your invite, they operate under your subscription — they don't need their own paid plan. Extra users beyond your plan's number are $25 per additional user per month.

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