Collaborator Access
XO Report supports shared access through collaborator roles. Understand who can do what and how shared subscriptions work.
How Collaboration Works
When a billing admin connects Xero organizations to their subscription, other users in those organizations can access them through the billing admin's plan. These users are collaborators— they use the billing admin's subscription without needing their own.
Collaborators can use all XO Report functions and tables for the organizations they have access to, just like the billing admin.
Billing Admin vs Collaborator
| Capability | Billing Admin | Collaborator |
|---|---|---|
| Use XO Report functions and tables | Yes | Yes |
| Connect new organizations | Yes | No |
| Disconnect organizations | Yes | No |
| Swap organizations | Yes | No |
| Upgrade or downgrade plan | Yes | No |
| Cancel subscription | Yes | No |
| Manage billing (Stripe portal) | Yes | No |
| Delete account | Yes | Yes (own account only) |
| Start their own plan | N/A | Yes |
What Collaborators See in the Portal
Collaborators see a simplified version of the account dashboard:
- Subscription cardshows "Organization Subscription" — indicating they have access through another user's plan
- A link to start their own plan if they want independent management
- The Advanced section with account deletion (but no disconnect, swap, downgrade, or cancel options)
Impact of Billing Admin Actions
Collaborator access depends entirely on the billing admin's subscription.
- Billing admin disconnects an org: All collaborators accessing that org lose access immediately
- Billing admin cancels subscription: All collaborators lose access when the billing period ends
- Billing admin deletes account: All collaborators lose access after the 30-day cooling-off period
- Billing admin downgrades: If excess orgs are disconnected, collaborators using those orgs lose access immediately
Want independent control?
If you're currently a collaborator and want to manage your own organizations independently, you can start your own plan. This gives you full billing admin capabilities for your own subscription.