Setting Up a Team

Sammy Team lets you and your crew share the one workspace. Everyone works from the same estimates, invoices, clients, kits and settings, so the whole business quotes the same way instead of each person running their own separate account.

This guide is for the owner — the person who sets the team up and pays for it. If you've been invited to join someone else's team, see Joining a team when you already have an account instead.

Who Team is for#

Team suits a business with more than one person quoting: a builder with an estimator, a plumbing outfit with an admin who raises invoices, or two partners who both write quotes. If it's just you, stick with Pro — you don't need Team.

The Team plans#

The price is a flat rate for the whole team, not per person. A Team 3 plan costs the same whether you've added one member or filled all three seats. Annual billing saves you around 20% compared to paying monthly. All prices include GST.

Starting a team#

1. Go to Settings → Team
2. Tap Upgrade to Team
3. Choose Team 3 or Team 5, and monthly or yearly
4. Your business name is filled in from your profile — check it's right, as this is the name your invited crew will see
5. Complete the checkout

Once payment goes through, your account becomes the team owner and Sammy sets up a shared team workspace. The estimates, clients and settings you already had are safe, but they stay personal to you until you bring them across, and your lists will look empty until you do. See Bringing your solo work into the team below.

If you're already on Pro: your own Pro plan stops as soon as the team plan starts, so from then on you only pay for the team. You pay the full team price at checkout. If you'd already paid for Pro time you haven't used, that amount is kept as a credit and comes off your next team bill: a month later on a monthly plan, a year later on a yearly plan. It isn't refunded to your card. The team page tells you this before you pay.

If you pay for Pro through the App Store or Google Play, Sammy can't cancel that plan for you. Cancel it in the store once your team is running, or you'll keep paying for both. Sammy shows a reminder under Settings → Team until it has ended.

On your phone: Team plans are set up on the web only. If you subscribed to Pro through the App Store or Play Store, you'll need to start your team from the Sammy website in a browser, not the app. Once the team is running, everyone can use the mobile app as normal.

Inviting your crew#

1. Go to Settings → Team
2. Tap Invite member
3. Enter their email address
4. Choose their role — Admin or Member (see below)
5. Tap Send invite

Sammy emails them a link to join. The invite is good for 7 days. If it expires before they accept, just send a new one.

You can invite people up to your plan's seat limit — three on Team 3, five on Team 5 (that count includes you). If you try to invite someone when every seat is full, Sammy will prompt you to move up to a bigger plan first.

Admin vs Member#

Both roles get full access to the shared work — estimates, invoices, clients, projects, kits and suppliers. The difference is who can run the team itself:

• Admins can invite and remove people, move a member's own work into the team, and manage the business settings and the trained business brain.
• Members do the day-to-day work but can't manage the team or billing, and they see the trained business brain as read-only.

You (the owner) can do everything an admin can, plus manage billing and transfer or close the team.

Bringing your solo work into the team#

If you were using Sammy on your own before starting the team, that work stays personal to you at first: your estimates, invoices, clients, suppliers, kits, rate rules, AI instructions and how you've trained Sammy. Your team can't see it, and your quotes list and dashboard won't show it, until you bring it across. (Your own clients, invoices and projects still show in their lists in the meantime.)

1. Go to Settings → Team
2. In the members list, under your own name, there's a line like "Still in your own account: 193 quotes and 40 clients". Tap Move to team beside it
3. Check the two lists, what comes across and what stays with you, then tap Move to team

Keep the page open while it runs. Most accounts take a few seconds. A large supplier list can take a few minutes, and Sammy shows a running count as it goes. If it gets cut off, tap Move to team again and it carries on from where it stopped.

Once it's done, everyone on the team can see and edit that work. It can't be undone from the app, so do it when you're happy to share everything. Anything the team already has, like a connected Xero account, Sammy's training, or its own quote terms and payment instructions, is kept and not replaced. Your Xero connection, Sammy training, and terms and payment details become the team's, whether you or an admin brings your work in. Jobs (with their costs, files and contracts), documents attached to quotes, and records of who accepted a quote can't be brought in yet. Bringing work in doesn't count as editing it: each quote keeps its old "last updated" date, so your recent work stays at the top of your lists.

Bringing a team member's earlier work in#

People you invite start in the shared workspace (yours). If they used Sammy on their own before, their old quotes, invoices and clients stay personal to them, and they can't move them in themselves. In the members list, anyone with work still outside the team shows a line under their name, like "Still in Sam's own account: 120 quotes and 85 clients" (you and your admins see it, members don't). You, or an admin, decide what comes into the team:

1. Go to Settings → Team
2. Tap Move to team under their name
3. Sammy shows two lists: what comes across (like "120 quotes", "40 invoices" and "85 clients") and what stays with them
4. If you also want their rate rules, AI instructions and custom terms documents, tick Also move their pricing and AI setup. It's off unless you tick it, because those settings then apply to quotes the whole team makes
5. Tap Move to team

Their work then belongs to the team: if they leave later, it stays with the team. Their quote numbers don't change: if some of their quote or invoice numbers are already used in the team, Sammy tells you how many before you confirm, and they keep their numbers anyway, because their clients already have those documents. Their Sammy training, quote and invoice terms, payment instructions, terms settings and Xero connection never come across: the team keeps yours. Their Jobs, documents attached to quotes, and acceptance records stay personal for now. If they'd sent invoices to their own Xero, don't send those invoices to Xero again from the team, or they may be created a second time in the team's Xero. See Joining a team when you already have an account for what they'll see.

Managing the team later#

Everything lives under Settings → Team:

• See who's on the team and their role
• Invite more people (up to your seat limit)
• Remove someone (frees their seat)
• Change your plan or update billing with Manage team billing, further down the same page (owner only)

Related Articles#

• Working in a Team
• Team Plans and Billing
• What Does My Team See?
• Managing Your Subscription