Invoice Genie supports multiple business profiles, making it easy to manage invoicing for more than one business from a single account. The Profile Switcher lets you quickly switch between your businesses, and all your invoices, clients, and settings update automatically. This guide walks you through everything you need to know.
Before You Begin
- You can have up to 3 businesses per Invoice Genie organization.
- All users can view and switch between businesses.
- Only Administrators can add, edit, or delete businesses.
Step 1: Open the Account Menu
- Look for your profile avatar — the small circle showing your initials — in the top-right corner of the screen.
- Tap the avatar to open the Account menu.
At the top of the Account menu, you’ll see your name, email address, and role badge (e.g., “Administrator”). Just below that is your Current Business card.
Step 2: View Your Current Business
The Current Business card displays:
- Your business logo (or the first two letters of the business name if no logo is set)
- The business name
- The business email
- A yellow star if this is your default business
In the top-right corner of the card, you’ll see either:
- “Switch” — if you have more than one business (tap to open the Business Switcher)
- “Manage” — if you have only one business
Tap the card to open the Business Switcher.
Step 3: Switch Between Businesses
The Business Switcher screen is titled “Your Businesses” and shows all of your businesses in a list. Each business row displays:
- The business logo or initials
- The business name
- A “DEFAULT” badge next to the name if it’s your default business
- The owner name below
- A checkmark next to the business you’re currently using
To switch businesses, simply tap the business you’d like to work with. You’ll see a brief “Switching business…” overlay while Invoice Genie refreshes your data.
Once the switch is complete, all your invoices, clients, estimates, and settings will update to reflect the selected business.
Tip: For the smoothest experience, we recommend closing and reopening the app after switching businesses to make sure all data is fully refreshed.
Step 4: Add a New Business
(Administrator access required)
- In the Business Switcher screen, tap the “+” button in the top-right corner.
- You’ll see an “Add Business” form with a counter showing how many businesses you’ve used (e.g., “2 out of 3 businesses created”).
Fill in the following details:
Business Logo
Tap the logo area to choose a photo from your library. This logo will appear on your invoices, estimates, and other documents for this business. You can remove it anytime by tapping the red “Remove” button below the image.
Business Information
- Business Name (required) — The name of your business
- Owner Name (required) — The primary contact or owner
- Business Number (optional) — Your business registration or tax ID number
Address
- Street — Start typing and Invoice Genie will suggest addresses automatically
- City
- State and Zip Code
Contact Details
- Email — Your business email address
- Phone — Business phone number (auto-formatted as you type)
- Mobile — Mobile phone number
- Website — Your business website URL
Default Business
Toggle “Set as default business” on if you want this to be the business that loads first when you open the app.
When you’re done, tap “Save” in the top-right corner. Your new business will appear in the Business Switcher list.
Note: You can create up to 3 businesses per organization. If you’ve reached the limit, the “+” button will be dimmed and you’ll see a “Business Limit Reached” message.
Step 5: Edit a Business
(Administrator access required)
There are two ways to edit an existing business:
Option A: Swipe to Edit
- In the Business Switcher, swipe left on the business you want to edit.
- Tap the orange “Edit” button.
Option B: Long Press
- Long-press (tap and hold) on a business row.
- Select “Edit” from the menu that appears.
The “Edit Business” form is identical to the Add Business form, but pre-filled with all your existing business information. Make your changes and tap “Save”.
Step 6: Set a Default Business
(Administrator access required)
Your default business is the one that loads automatically when you open Invoice Genie. To change it:
- In the Business Switcher, swipe right on the business you want to set as default.
- Tap the yellow “Set Default” button (star icon).
You can also set a default when adding or editing a business using the toggle at the bottom of the form.
The default business is marked with a “DEFAULT” badge and a yellow star in the business list.
Step 7: Delete a Business
(Administrator access required)
- In the Business Switcher, swipe left on the business you want to delete.
- Tap the red “Delete” button.
Alternatively, long-press the business and select “Delete” from the context menu.
If the business has any associated data (invoices, clients, estimates, etc.), Invoice Genie will show you exactly what will be deleted — for example:
- 12 invoices
- 3 estimates
- 8 clients
- 2 time entries
You must confirm by tapping “Delete Everything” to proceed. This action cannot be undone.
Warning: Deleting a business removes all invoices, estimates, clients, and other data associated with it. Make sure you’ve exported any data you need before deleting.
Understanding Roles and Permissions
Not all users have the same access in the Business Switcher. Here’s a quick overview:
| Action | Administrator | Other Roles |
|---|---|---|
| View current business | Yes | Yes |
| Switch between businesses | Yes | Yes |
| Add a new business | Yes | No |
| Edit a business | Yes | No |
| Delete a business | Yes | No |
| Set default business | Yes | No |
If you’re a Manager, Crew Member, or Accountant, you can still view and switch between businesses — but you’ll need an Administrator to add, edit, or remove them.
Tips for Managing Multiple Businesses
- Set your most-used business as the default so it loads first every time you open the app.
- Use distinct logos for each business to quickly identify them in the switcher and on your invoices.
- Keep contact details up to date — the business email and address appear on invoices and estimates sent to your clients.
- Each business has its own settings — invoice numbering, tax rates, payment methods, and QuickBooks connections are all configured per business.
Summary
The Profile Switcher makes managing multiple businesses effortless. Here’s a quick recap:
- Tap your avatar to open the Account menu
- Tap the Current Business card to open the Business Switcher
- Tap any business to switch to it instantly
- Use the “+” button to add new businesses (up to 3)
- Swipe left to edit or delete, swipe right to set as default
Whether you’re a freelancer with a side project or running multiple companies, Invoice Genie keeps everything organized and just a tap away. Happy invoicing!
