Skip to main content
Invoice Office home
Log inStart free trial

Account & Users

How to change a user's login email address in Invoice Office

Learn how to change the login email address of a user in Invoice Office. Update user details via the Users page — no support needed, fully self-service.

Updated 5 min read

To change the login email address of a user in Invoice Office, you change their username: that is the email address they sign in with. An administrator can do it for any user in the Users list in Settings, without a verification code and without contacting support. That’s the way to go when the colleague who set up the account has left the company and their mailbox no longer works. Users can also change their own login email in the Security center.

Change another user’s login email

You need the right to modify settings to do this; see how to manage user roles and permissions.

  1. Go to Settings → Company information and click Users in the left-hand menu. The list shows each user’s Email and Username; the username is the address they sign in with.

  2. Click the Action menu (⋮) at the end of the user’s row and choose Edit.

    The Users page in Invoice Office settings listing Sophie Bakker, Jan Jansen and Tom Visser with their type, email, username and Active status; the Action menu of Tom Visser is open on Edit, Edit user rights, Change username, Change password, Inactive and Remove, with Edit outlined in red

  3. Open the Username tab and type the new email address in Username. Turn on Modify e-mail address to also replace the user’s Email with the new address.

    The Username tab of the user form for Tom Visser in Invoice Office, with the new address anna.devries@wingtip.example in the Username field, outlined in red, and the Modify e-mail address switch turned on

  4. If nobody knows the current password, for example because a former employee set it, open the Login tab and enter a new Password twice, or click Generate to create one.

  5. Click Save. Invoice Office confirms with the message User successfully updated.

    The Login tab of the user form in Invoice Office with Email anna.devries@wingtip.example, a new password in Password and Repeat password, and the Generate button; the Save button at the top right is outlined in red

If someone else takes over the login, also update the name on the User information tab, so their own name shows in the app.

Only change the username

To change the login address and nothing else, choose Action → Change username on the user’s row. Enter the New username and click Change. The page doesn’t show the user’s name, but New username opens with their current username filled in, so check it before you type over it. This leaves the user’s Email and password as they were.

The Change username page in Invoice Office settings with anna.devries@wingtip.example in the New username field; the Change button is outlined in red

Change your own login email

  1. Click your name at the top right, choose Security center and then Change username.

  2. Enter the new address in New Username and again in Confirm username.

  3. Turn on Account Email update to also change the email address of your account.

  4. Click Modify. A verification code is sent to your current login address.

  5. Enter the code in Verification code and click Approve. The code is valid for 5 minutes; use Resend code to get a new one.

    The Change username page in the Invoice Office Security center with the Current Username, the Mailbox address, the new username entered twice in New Username and Confirm username, and the Account Email update switch turned on; the Modify button is outlined in red

Because the code goes to your current address, this only works while you can still read that mailbox. If you can’t, ask an administrator to change it for you as described above.

What happens after the change

  • The user signs in with the new address from now on. The old address no longer works as a login. Let them know, together with the new password if you set one.
  • No confirmation email is sent when an administrator changes a username. The success message on screen is the confirmation.
  • The address must be unique. An email address that is already used as a login in Invoice Office can’t be used again.
  • The Mailbox address changes too. It’s built from the username, as you can see on the Change username page in the Security center.
  • It stays the same user. Documents, permissions and the licence seat stay with the user, so you don’t need an extra licence.

A former employee: change the login or add a new user?

Changing the login, as above, hands the existing user, with their permissions and history, to a current colleague. Their earlier work stays recorded under the same user. If you’d rather keep the former employee’s user apart, add the new colleague as a separate user instead:

  • On a paid licence, every user except guests and team members takes a licence seat; see how to add an extra licence.
  • A user set to Inactive (in the Action menu) still counts as a seat; Remove frees it.
  • Inactive and Remove aren’t available for the user who registered the account. If that’s the person who left, change the login as described above.

Was this article helpful?

If something is missing or did not work as described, tell us and we will fix the article.

Give feedbackBack to the help desk

More in Account & Users

Try it in Invoice Office

Create a free account to follow these steps yourself, or log in if you already have one.

Sign up for freeLog in