Concepts

Workspace

Your workspace is where you organize the people you work with and the companies you manage in Levelup.You can belong to one workspace or several and switch between them using the menu in the top-left corner of the app. Each workspace has its own URL (for example, app.levelup.ai/example). When you log in, you’re always entering a specific workspace.

Company

A company represents a single business entity you want to track in Levelup. In most cases, it maps to one legal entity and one accounting system, whether or not the business has employees.

When deciding how many companies to create, think about how your finances are structured. If you operate multiple legal entities or maintain separate accounting systems, such as multiple QuickBooks Online instances, you should create a separate company for each one. If everything flows through a single, unified ledger, a single company is usually the right choice.

If you’re setting up your own business, it’s common for your workspace and company to share the same name. For example, if you run Ox & Pine, you might create an “Ox & Pine” workspace and an “Ox & Pine” company within it.

Workspace Users

User Roles

Roles control what people can see and manage inside your workspace.

Owners have full control. They manage billing, users, and companies, and can see everything created in or shared with the workspace.

Administrators help manage the workspace day to day. They can manage users and companies and see all companies, but don’t have access to billing settings.

Read-only users are for stakeholders who need visibility without the ability to make changes. They can access only the companies they’ve been granted access to.

Internal and External Users

Internal users are people on your team who belong to your workspace, often sharing the same email domain.

External users are people who need access to specific companies without being part of your primary workspace. This often includes accountants, bookkeepers, investors, or partners. External users belong to their own workspace and are granted access to one or more companies you share with them. This makes it possible to collaborate across organizations while keeping workspaces separate.

You manage sharing as a workspace owner or administrator. If an external workspace is given admin access, they can decide which of their own users have access to the shared company.

Sharing

Sharing lets you collaborate with other workspaces without giving access to everything you manage in Levelup. When you share a company, you’re granting access to that company’s data only, not your entire workspace. Sharing always happens between workspaces, which keeps collaboration simple and boundaries clear.

Because sharing determines which companies are accessible across workspaces, visibility and permissions build directly on it. Owners and administrators can see all companies created in or shared with the workspace, while read-only users can access only the companies they’ve been explicitly granted access to.

Portfolio

A portfolio lets you group companies so you can review performance across them as a whole. It’s most useful when you’re managing multiple businesses, client entities, or investments and want a consistent way to compare results without switching between companies.

Within a portfolio, you can view prebuilt dashboards that surface key metrics and financial summaries across all included companies. You can filter, sort, and save views to focus on the data that matters most to you, with additional customization options coming later.