How does an invited teammate join my ExpenseBot team?

A team invitation belongs to one email address. The seat can only be taken by someone signed in with that exact address.

How a teammate joins

1. The team admin sends the invitation. In License Manager, the admin enters the teammate's email address and sends the invite.
2. The teammate opens the invitation email and clicks its button. This opens the invitation in ExpenseBot, so the sign-in that follows is tied to it.
3. Sign in with Google using the exact address that received the invitation. If that work address isn't a Google Account yet (for example, it's hosted on Microsoft 365 or another provider), first create a Google Account using that same work address. Don't use a personal Gmail address instead — the seat won't find it.
4. New to ExpenseBot? The teammate joins the team automatically the first time they sign in with the invited address. No separate personal trial is started.
5. Already have an ExpenseBot account with that address? After signing in, a Team Invitation window appears. Choose Join Team to accept.

Picked the wrong Google account?

Signing in with a different Google account never uses or moves the seat. When the teammate started from the invitation email, ExpenseBot stops and says the invitation was sent to a different email address. Choose Use another Google account and sign in with the invited address. Nothing changes on the account that was picked by mistake.

If the teammate went straight to expensebot.ai instead of using the invitation button, a different Google account simply signs in or signs up as itself, and the team seat stays pending. Start again from the invitation email.

For team admins

• Until the teammate joins, their row in License Manager shows Pending Signup (or Awaiting Acceptance if they already had an ExpenseBot account and haven't accepted yet).
• Use the Resend invite email button on that row to send a fresh invitation. The link in any earlier invitation email stops working.
• Invitation links expire after 30 days. If a teammate sees This invitation is no longer valid, resend the invitation.

Keep logins private

Nobody should share a password or Gmail login. Each teammate signs in with their own Google Account.

Team seats are separate from delegated assistant access, accountant–client invitations, co-admin invitations, and connecting extra Gmail inboxes — each of those has its own steps.