Organization, root account and users
PaperOffice AI belongs to one organization. Credits, documents, workspaces and billing apply to that organization, not to a single person or device.
The root account is the owner of the organization. It is created when the organization is registered. Only the root account sees Delete account in the settings and can delete the organization permanently. It is also responsible for the plan, the wallet and the invoices.
Further people work as users (member accounts) in the same organization. They do not see account deletion. A session acting on behalf of another account (impersonation) does not inherit the root rights for account deletion.
User management and organization settings are available in the web and desktop app, not in the mobile app.
Invite a user
- Open Users Management in the web or desktop app.
- Create a new user.
- Invite the user. The invitation link is sent or copied.
The invited person opens the link and completes the sign-in. This is not the public registration, which would create a new organization.
Remove a user
Removing a user applies to one member account. The organization, the documents and the other users remain. Open Users Management, select the user and delete. The confirmation refers to this user, not to the organization.
Deleting the account is a different action: it deletes the root account and the entire organization. Help: How do I delete my PaperOffice account?
Give your tax advisor or other external people access
External people such as your tax advisor get access through an email invitation to a workspace and sign in with their own PaperOffice account. This works only for workspaces of type Business, and only the root account or administrators may share.
- Open Document AI → Workspaces and the workspace with your documents. Check that the workspace type is Business.
- Switch to the Sharing tab and click New external share.
- Choose the email channel and enter the email address.
- Choose the document access: view and download, or view, download and upload. Set how long the share is valid.
- Click Save and activate sharing.
- The recipient opens the link in the email and signs in or registers. Until then, the share shows as pending.
- External people never get edit or admin rights.
- Your account pays for uploads by the external person and their processing. A monthly budget limits this.
- Under Active shares, you change the rights or revoke the share. Access ends immediately.
- External people appear in Users Management with the role “External”. Employees of your organization are invited there as users, not through a share.
The phone channel of a share, with mobile number and PIN, is something else: a caller asks a phone agent questions about the workspace. It is not the right way for your tax advisor to work with your documents.
App sign-in and API keys
App sign-in in the browser, the desktop app or the mobile app is a person's session. API keys are for scripts, MCP and integrations; they do not replace a person signing in to the interface. Both consume Credits from the same organization pool.
API keys are managed in the web and desktop app on the API page of the account area. Assistants such as Claude or ChatGPT usually connect through a sign-in with your PaperOffice account instead of a key.
Frequently asked questions
- Can a user delete the organization? No. Only the root account can.
- Does removing a user delete documents? No. The organization and its documents remain.
- How do I give my tax advisor access? Through an external share on a Business workspace, by email invitation.
- Can external people edit documents? No. They can at most view, download and upload.
- Can I manage users on my phone? No. User management is in the web and desktop app.