---
title: "How to Setup and Manage Your Workspaces"
description: "A Workspace in Receiptor AI is a secure, independent environment that acts as a container for a specific client, business entity, or department you manage."
url: https://help.receiptor.ai/en/articles/12087603-how-to-setup-and-manage-your-workspaces
collection: "Getting Started"
updated: 2026-11-04
language: en
---

# How to Setup and Manage Your Workspaces

A Workspace in Receiptor AI is a secure, independent environment that acts as a container for a specific client, business entity, or department you manage.

## What a workspace contains

Each workspace keeps the following fully separated:

-   **Documents:** all receipts, invoices, and other extracted documents
    
-   **Collect:** connected email inboxes and mobile scanners
    
-   **Destinations:** accounting software (Xero, QuickBooks) and cloud storage (Google Drive, Dropbox)
    
-   **Settings:** business setup, categories (chart of accounts), businesses & people, email management, members, and notifications
    

This makes workspaces ideal for accountants and bookkeepers managing multiple clients, or for businesses that need to keep entities separate.

## Navigating Your Workspaces

Your current workspace is shown at the top of the left sidebar. Click it to open the workspace switcher.

From there, you can switch to any other workspace you have access to, open [**Workspace overview**](https://app.receiptor.ai/workspaces/overview) to see extraction activity and work to do across all your workspaces, or open [**Manage workspaces**](https://app.receiptor.ai/account/workspaces) to see the full list and create new ones.

![Workspace switcher open at the top of the left sidebar](https://staticfiles.gleap.io/p68e1e165260a21dbc13e3670/Xn73TGSnQ56JuflVtJmDXwq1tuIqBvSNzvUeAixJcWCfcsMXmnghC3UDHagxJdeIYbv9NHmlMLu.png)

## Set Up Your Workspace

Once inside a workspace, click [**Settings**](https://app.receiptor.ai/settings) at the bottom of the left sidebar to configure it.

### General & Business Setup

On the **General** page, set the workspace name, preferred currency, and optional avatar. The preferred currency is used to display all amounts in your dashboard and documents, converted at the exchange rate of each transaction date.

On the **Business Setup** page, share your business context: industry, business type, number of employees, annual revenue, and revenue model, along with your main expense categories, business locations, and tax requirements.

This gives the AI additional context, especially for documents with region-specific tax rules.

![Workspace settings General page, opened from Settings at the bottom of the sidebar](https://staticfiles.gleap.io/p68e1e165260a21dbc13e3670/p0XeFVpDjUzxuNFAc42sgGdiCDZfbvtdcNyXAFxTyOJpi9BOcw3dL2uhZ2fQKUFbTKP5ZphUq1H.png)

### Categories (Chart of Accounts)

On the **Categories** page, create or import the chart of accounts the AI will use to categorize your documents. You have four options:

-   **Create Manually:** name the chart and add each account with an optional description and GL code.
    
-   **Generate with AI:** describe your business type and industry, and the AI generates a chart of accounts for you.
    
-   **Import from CSV:** upload a spreadsheet using the provided template.
    
-   **Import from Integration:** connect Xero or QuickBooks to import your existing chart of accounts automatically.
    

Each business or person in the workspace is assigned one chart, which controls the categories available for their documents. A chart imported from QuickBooks or Xero also identifies where those documents are exported.

![Categories page in workspace settings](https://staticfiles.gleap.io/p68e1e165260a21dbc13e3670/wpWtI6FBfPw2luJo5KysPChpzgQGlrGDeml93Uz3Ho9sATrSBDfhObJvBeXvvSThKuX2JEEvigu.png)

### Businesses & People

Turn on **Match documents to the right owner** if you need to keep documents separate for each business or person within the same workspace. This is useful when documents for multiple companies arrive in a single inbox.

Once enabled, Receiptor AI automatically matches each document to the correct owner based on the billing details. Click **Add business or person** and provide at minimum a name and address. You can also add aliases, email addresses, phone numbers, or a tax ID to improve matching accuracy. The owner selected for a document controls its categories and, when connected, where it is sent in QuickBooks or Xero.

![Businesses & people page with the Match documents to the right owner toggle highlighted](https://staticfiles.gleap.io/p68e1e165260a21dbc13e3670/AnWKwquJoyGfZ1wPmx8Iq5y5SUnqpZhNW693IVYPZzwVvB7xSYv3bBufkHzOngvyCctbJCb5O1J.png)

### Email Management

Define which email senders are allowed or blocked across this workspace. These lists apply to both continuous monitoring and retroactive extractions, based on your configured settings.

You can add individual email addresses or entire domains to either list.

![Email Management page with Blocked Senders and Allowed Senders lists](https://staticfiles.gleap.io/p68e1e165260a21dbc13e3670/uuH84aDxWa9HZhAZ8sLt4Rl1j3TGNtjx1vMAVfCRN0x4BAuuTWdT6mO48rDwocBuq9qau4Dfh0Y.png)

## Members - Workspace Roles & Permissions

On the **Members** page, click **Invite member** to add someone to your workspace (you need admin access). You assign them one of four roles:

-   **Admins** have full access: documents, sources, activity logs, members, settings, and billing.
    
-   **Members** can view and manage documents, sources, and activity logs, but cannot manage members, settings, or billing.
    
-   **Accountants** can view documents, sources, and workspace data; can manage settings and billing, but cannot see other members' activity logs (only their own).
    
-   **Guests** can only connect and view their own sources and activity logs. No access to documents, reports, or any workspace settings. Useful for inviting clients to connect their inboxes without exposing your workspace.
    

![Workspace members page with the Invite member button and role selectors](https://staticfiles.gleap.io/p68e1e165260a21dbc13e3670/lNgfyXrjBm7JrarFgKMfkf4QcVTLHndQB9KlPzDHxlnVqh9BvZNw0bzWRWGYRA5799VTOch35oz.png)

### Notifications

Turn on the **Workspace Review Reminder** to get a weekly reminder when this workspace has documents waiting for your review. You can toggle this on or off at any time.

![Workspace notifications page with the Workspace Review Reminder toggle](https://staticfiles.gleap.io/p68e1e165260a21dbc13e3670/9A73G5JGfeTT8rWgCdKeSF1S7hziBJKROGnIqP1kjM2M7mkDp80xltjOtbE6v6irNDK1PDVjj0F.png)

## Create & Manage More Workspaces

1.  Open the workspace switcher at the top of the left sidebar.
    
2.  Click [**Manage workspaces**](https://app.receiptor.ai/account/workspaces).
    

![Manage workspaces option in the workspace switcher](https://staticfiles.gleap.io/p68e1e165260a21dbc13e3670/oVjuwc1qdBFZFobnt4V5ug3mKrrzXlQ9LVCP5AD1s7U6wKQaWYYk5pZCUJHhgqv04pbuFbq5Vry.png)

3.  Click **New**, enter the workspace name (e.g. “My Consulting LLC”), and click **Create Workspace**.
    

![Create Workspace window with the workspace name field](https://staticfiles.gleap.io/p68e1e165260a21dbc13e3670/A1W4eQfDTGv2q6f6BghHwR0tDr6Rhjeg60jrUsNvULjj4pfhBJfKcHQTeqHc4FhgyI9sbJXtMws.png)

4.  Your new workspace appears in the list with all the other workspaces you have access to, along with your role, its members, and its keyboard shortcut.
    

![Workspaces list in Account Settings with the New button highlighted](https://staticfiles.gleap.io/p68e1e165260a21dbc13e3670/KnSYaWbOpEiW1TfAsi59olw3dTIB8zcmNa053AXdwVbpliZhERhaTMzsXAzXqxJa62UtP2gbxoz.png)

5.  Use the workspace switcher at the top of the left sidebar, or the keyboard shortcuts (⌘1 to ⌘9), to switch between your workspaces.
    

![List of workspaces in the workspace switcher](https://staticfiles.gleap.io/p68e1e165260a21dbc13e3670/rDkhVFMKBCKWrytvEffp8VIDs9dViPpIl300O0Lur4UcoWdlkewCh2vrgX8KkQawvGJBSWAbxck.png)

## Common questions

**Q: How many workspaces can I create?**  
A: On the Starter plan, you can have one workspace. From the Growth plan onwards, you can create unlimited workspaces.

**Q: I manage multiple clients. Should I create a separate workspace for each one?**  
A: Yes, if possible. We recommend a dedicated workspace per client, with their email connected via Guest invitation. If that is not practical, you can manage multiple clients within a single workspace using Businesses & people to keep their documents separated.

**Q: Can I transfer documents from one workspace to another?**  
A: Not yet, but our support team can assist with transfers upon request. Reach out via the in-app chat or at [info@receiptor.ai](mailto:info@receiptor.ai).

**Q: Can a member belong to multiple workspaces?**  
A: Yes. A user can be invited to as many workspaces as needed, with a different role in each one.

**Q: Who manages billing for a workspace?**  
A: The workspace's billing owner manages the subscription and payment. You can see who it is under **Settings → General → Workspace Ownership**, where the owner can also transfer ownership to another admin or accountant. To manage your own plan and invoices, open the account menu (your avatar in the top-right corner) and click **Billing**.

## Support

If you need help transferring documents between workspaces, setting up guest access, or managing complex multi-business configurations, contact our support team at [info@receiptor.ai](mailto:info@receiptor.ai).