Invite externals: clients & auditors

Sometimes someone outside your organization needs access to a single company – your customer, who delivers documents themselves, or an auditor who reviews the books. That is what externals are for. They do not become members of your organization, only see the companies assigned to them, and have no insight into your organization.

Who can do this? Owners and administrators can invite and manage externals.

When do I invite whom?

Role	For whom	What they can do
Client	Your customer themselves	Works with Arcarius in their own chats, uploads documents there, and manages their own Scheduled Tasks.
Auditor	Reviewer / audit firm	Analyzes the accounting with Arcarius and reads finalized reports, VAT reconciliations, and company profile data.

Invite an external

1. Open Settings → Organization → External.
2. Click Invite external.
3. Enter the email address, choose the role (client or auditor), and the companies the access should apply to (multiple possible).
4. Click Send invitation. The person gets access to the selected companies – with restricted rights and no insight into your organization.

What externals see – and what they don’t

Clients and auditors only see the companies assigned to them. In each of these companies, they can start their own chat with Arcarius and reopen chats they created themselves in Chat history. In a chat, Arcarius can read, analyze, and explain the accounting and company data of the respective company. Externals can also upload their own documents there.

Externals cannot see:

• chats belonging to employees or other externals
• existing or new projects, project chats, project files, or project memory
• Company Memory, instructions, internal firm knowledge, or prompt templates
• company or organization settings
• organization members, roles, credits, or costs
• any other companies in your organization

An external’s own chats are personal: employees in your organization do not see these chats in their chat history either.

Client

A client sees New chat, Chat history, and Scheduled Tasks. They can create and manage their own Scheduled Tasks, but cannot see tasks belonging to your employees or other externals. They do not have direct access to Reporting, VAT Reconciliation, Company Profile, or the Closing Agent. They can ask Arcarius for analyses and answers about the accounting in their own chat.

Auditor

An auditor sees New chat, Chat history, Reporting, and the read-only Company Profile. If VAT Reconciliation is enabled for your organization, they can also see finalized VAT reconciliations. In Reporting, they can only read finalized reports and the associated documents; drafts and reports in progress remain hidden.

The Company Profile brings the foundations relevant to the auditor’s review together in one place: company master data, accounting information, financial year, account mapping, and available VAT information and tax rates. They cannot change these details. The Closing Agent and its workspace are not accessible to externals.

Both roles can manage their personal profile, notifications, and their own personal integrations. Company settings and company integrations remain hidden.

Remove access

Open Settings → Organization → External and choose Remove access for that person. An invitation that hasn’t been accepted yet can be withdrawn under the pending invitations.

Frequently asked questions

Does an external need an Arcarius account? They accept the invitation by email and then work in their own access – without any membership in your organization.

Does external access cost anything? No, there are no additional per-user fees.

Can a client see other customers’ data? No. Externals only ever see the companies assigned to them.

Can an external see existing chats? No. They only see chats they created themselves. Chats belonging to your employees and other externals remain hidden.

Can an external open projects? No. Projects and all chats, files, and memory entries contained in them are only available to internal employees.

Read more: Organization, teams & roles · Manage members & assignments.