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Workspace Settings

Workspace Settings provide administrative controls for your workspace. This page is accessible only to users with Admin or Owner roles.

Navigate to Workspace Settings in the sidebar. The page has six tabs: General, User Management, Usage, Lifecycles, Workflows, and Connections.

General tab

Workspace Name

Shows the current workspace name. This is a display-only field.

External API Key

The API key authenticates external systems calling the Finpilo External API. It is scoped to your workspace — access to all resources through this key is automatically limited to your workspace.

Generating a key:

  1. If no key exists yet, click the Generate API Key button.
  2. The full key is displayed once, with a copy button.
  3. Copy the key and store it somewhere safe — Finpilo never shows the full key again after you leave the page.

Regenerating a key:

  1. If a key already exists, you see the key prefix (e.g., fp_kwy6e5…) and the creation date. Click Regenerate Key.
  2. Confirm in the dialog. The existing key stops working immediately and a new one is generated.
  3. Copy and store the new key. Update any external systems that use the old key.

Keys are prefixed fp_ followed by random characters. Only the prefix is stored in Finpilo for display — the full key is hashed and cannot be retrieved after generation.

Delete Workspace

A warning section at the bottom allows you to request workspace deletion. Contact help@finpilo.com to permanently delete the workspace and all its data.

User Management tab

The User Management tab shows all users in your workspace.

Viewing users

The user list displays:

  • First Name and Last Name — the user's name.
  • Email — the user's email address.
  • Role — Owner, Admin, or Member.
  • Status — Active or Inactive.

Use the search field to filter users by email or name.

Inviting a new user

  1. Click the Invite User button in the top-right corner.
  2. Enter the user's details:
    • First Name and Last Name — optional at invite time.
    • Email Address (required) — the email address the user will sign in with.
    • Role — select Admin or Member.
  3. If you selected Member, an additional Entity Access section appears. Select which entities this user can access. Members can only see documents and data for the entities assigned to them.
  4. Click Create to send the invitation.

The invited user receives an email with instructions to set up their account.

Editing a user

Click on any user in the list to open their detail page. You can change:

  • First Name and Last Name.
  • Email Address.
  • Role — switch between Admin and Member. You cannot change your own role.
  • Entity Access (Members only) — select or deselect the entities this user can access.

Click Save to apply changes.

Removing a user

On the user detail page, scroll to the Remove User section at the bottom. Click Remove User to remove the user from the workspace. They will lose access to all entities and documents. This action cannot be undone.

You cannot remove yourself.

Usage tab

The Usage tab shows your workspace's credit consumption and billing information.

Current Billing Period

At the top, a summary shows:

  • Plan — your current subscription plan (e.g., Standard).
  • Credits — credits used out of the total included in your plan (e.g., 15,916 / 50,000).
  • Overage Credits — credits consumed beyond the included amount.
  • Cost — the base subscription cost (e.g., €129.00).
  • Period — the billing period dates (e.g., Apr 1 – Apr 30, 2026).

Credits consumed chart

A bar chart shows daily credit consumption over time. You can switch between three views:

  • Current Month — the current billing period.
  • Previous Month — the previous billing period.
  • Custom Range — select a custom date range.

By Entity breakdown

A table below the chart shows credit consumption per entity:

  • Entity — the entity name.
  • Credits Used — the number of credits consumed.
  • % of Total — the percentage of total consumption.

Lifecycles tab

The Lifecycles tab is where you manage Document Lifecycles — the statuses your documents move through and the steps between them. Documents keep the lifecycle they started on, so changes here apply to newly uploaded documents (see Document View).

Workflows tab

The Workflows tab lists the workflows in your workspace — automations that run on your documents. This includes the Send to Accounting workflow, which sends validated documents to your accounting system. Open a workflow to see and change what it does. See Connections for how the Send to Accounting workflow works and how to edit what it sends.

Connections tab

The Connections tab is where you connect Finpilo to external systems such as your accounting software. A connection holds the system's address and the secret Finpilo uses to authenticate. The star icon marks one connection as the workspace default — used when an entity has no connection of its own.

See Connections for full details on creating connections and how sending uses them.