How to Add a User in Xero: A Step-by-Step Guide

Give your accountant, bookkeeper or team member their own access to Xero. An individual invitation lets you control permissions without sharing your password.

Before you start

Have the person’s first name, last name and correct login email ready. You must have permission to add or edit users (called Manage users or Edit users, depending on your screen). If you cannot invite someone, ask the subscriber or an authorised administrator to help.

1. Open the correct organisation

Log in to Xero and check the business name. Open the organisation menu at the top left, select Settings, then select Users under General.

Example screenshot: organisation menu and Settings. Source: Xero’s “Invite your advisor” handout, hosted by EpsomTax (2024 copy). This is an older layout; your menu may look different.

2. Start the invitation

Select New user. Older screens may call this Invite a user. Enter the person’s first name, last name and email address. Check the spelling carefully: the invitation goes to this address.

3. Choose the access they need

Read the role description shown in your organisation before selecting it. Available roles and names depend on your plan and interface. For an accountant, confirm the appropriate accounting role with your adviser; this may be labelled Advisor or Administrator. Standard access is commonly used for day-to-day bookkeeping. Restricted sales/purchases roles can suit staff doing specific tasks, while Read only or Viewer access is for people who only need to review information.

Example screenshot: older Advisor permissions screen. The checked boxes illustrate the source example only; they are not a recommendation to give every user payroll or user-management access.

4. Review additional permissions

Grant payroll access only where the person needs to work with payroll information. Only allow user management if they should be able to invite, change or remove other users. Check any bank-account administration, reporting, Expenses or Projects permissions separately. Feature availability and charges may depend on your subscription.

5. Send and accept the invitation

Review the name, email and permissions, then select Send invite. The recipient opens the invitation email and accepts it. Existing users log in; new users create a Xero account. They should complete the multi-factor authentication prompts using their own device. An invitation expires after 14 days and can be resent.

6. Confirm access is working

Return to Settings > Users and check the person’s status. Ask them to confirm they can open the correct business and perform the required tasks. If the email is missing, check spam/junk and confirm the email address. If access is insufficient, review the specific permission rather than automatically granting full access. Remove access when it is no longer needed.

Inviting Allomes Accounting

Use first name Bryce, last name Allomes and email bryce@allomes.com.au. Contact our office to confirm the accounting role and any additional permissions needed for your engagement. Payroll access is only needed where payroll forms part of the work. You do not need to send us your password or authentication codes.

Need a hand?

Allomes Accounting can help you choose the right access and get your Xero file ready for ongoing bookkeeping and accounting support. Call 1300 957 986 or contact our office through the website.

Sources and screen notes

Instructions checked against Xero Central on 27 October 2026. Screenshot examples are from an older Xero handout, not a live client file. Follow the labels and permission descriptions displayed in your own organisation.