Create, switch, and rename Workspaces

What a Workspace represents

A Workspace is one isolated bookkeeping space. It may represent a business, professional practice, side business, rental activity, or another separate set of books. It is not required to match one legal company.

Records are not shared, copied, or linked between Workspaces. Categories, transactions, bank rows, tax settings, Working Papers, reports, members, and Audit Log activity are scoped to the selected Workspace.

Create a Workspace

The following creation flow is the current dev Stripe Sandbox preview. It uses test payment methods, not real payments, and does not activate production billing. See Preview plans and Stripe Sandbox billing.

1. Open Settings > Workspaces.
2. Select Create New Workspace & Pay to open the Portal Plans section directly in a new browser tab; your current xBoox page stays open.
3. In the xBoox Portal, choose the offered plan with monthly or annual billing. xBoox returns you to the app and opens the matching Stripe Sandbox payment flow for the new Workspace.
4. After verified payment confirmation, xBoox automatically creates the

Workspace with the next temporary name, such as Untitled Workspace 1.

1. xBoox opens the Business Profile Wizard. Confirm the Workspace name, business

details and tracking method, tax registration, Industry, and optional Business Activities.

1. Review the starting account and category groups, then select **Finish

Workspace Setup**.

1. Rename the Workspace later from Settings > Workspaces when you are ready.

In this preview, every new Workspace, including the first one, requires its own verified Sandbox Checkout. There is no free-trial creation path. Cancelled or unconfirmed Checkout creates no Workspace. The purchaser becomes the Workspace Owner.

If you close the browser after payment, you do not lose the paid Workspace. Verified Stripe confirmation creates it on the server, and it appears again after you sign in. Temporary names increase in order for the same user: Untitled Workspace 1, Untitled Workspace 2, and so on.

The temporary name is prefilled in the Wizard. You may keep it and activate the Workspace, or replace it before continuing.

Until Business Profile setup is complete, xBoox hides the bookkeeping navigation and blocks operational Workspace APIs. Wizard answers are saved as a recoverable draft. Closing the browser or choosing another Workspace does not discard the paid Workspace or the last saved step.

Switch Workspaces

1. Open the Me menu and select the row showing the current Workspace name, or open Settings > Workspaces.
2. On Settings > Workspaces, select Switch Workspace on the Workspace card you want to open.
3. Wait for xBoox to reload the Workspace-scoped data. The current Workspace is marked Current and does not show a switch button.

Always confirm the Workspace badge or Dashboard Workspace name before entering or changing financial data.

The Workspace chooser opens over the page you were viewing without changing that page's address. Use the chooser's close button or the browser Back button to close it and return to the same page. When choosing a Workspace after sign-in, before one has been opened, the close button returns you to the xBoox Portal. The chooser lists existing Workspaces; subscription options remain in the Portal and Workspace management.

Rename a Workspace

1. Open Settings > Workspaces.
2. On the relevant Workspace card, select Rename.
3. Enter the new name, then select Save. Select Cancel or press Escape to discard the change.

The Workspace name is limited to 120 characters. Business Profile, tax, fiscal, and activity settings are managed separately.

Check Data Reads

On Settings > Workspaces, select View Usage on a Workspace card to see its rows read today, current daily limit, reset time in your local time, and the displayed increase counter. In the current dev testing override, the Workspace Owner can increase the daily limit repeatedly even if that counter suggests a monthly cap. These counts belong to the whole Workspace, not just your account. The card's Last Workspace Opened time shows when that Workspace was last opened; it is not an account sign-in time. Storage usage is not shown here yet.

For the dev limit and Owner increase rules, see Continue after reaching the daily data limit. When the limit is reached, its notice also shows actual day-by-day reads for the current UTC month.

Multiple browser tabs

Already-open tabs on the same origin may receive a Workspace switch notification. If another tab changes the active Workspace while a request is running, xBoox rejects stale results and reloads current Workspace data.

Important rules

• Workspace isolation is enforced by the API, not only by the visible selector.
• A verified, unused payment entitlement automatically creates one Workspace.
• An Accountant sees only Workspaces where an active membership exists.
• Renaming a Workspace does not move, copy, or merge records.
• Never use Workspace switching as a substitute for transferring a transaction between books.

Workspace Setup Choices

The first-run Wizard uses single-choice radio cards for Business Type, Tracking Method, tax registration and Industry. Industry choices appear as General Self-Employed, Real Estate Agent, Financial Advisor, Mortgage Broker and Custom. Optional activities use checkboxes. When Vehicle Expenses is selected, choose one to three vehicles and optionally name each vehicle (up to 25 characters). These names and the count are saved with the setup draft and applied to Business Profile only when setup finishes. Home Office and Rental Property details are completed in their own working areas after setup. Review shows the selected activities and vehicle names, plus the fiscal year end for corporations. Required-answer and save failures open the shared system dialog; correct the field and retry.

Resume Unfinished Setup

On your next sign-in or app startup, xBoox opens an Owner Workspace whose paid setup is unfinished before reopening a previously used active Workspace. The last saved setup step is restored. If several owned Workspaces need setup, the most recently opened is selected; a newly confirmed Checkout return takes precedence. Continue and Back save the draft; unsubmitted input on the current step may need re-entry. If you have another accessible Workspace, use Switch Workspace to open it. That manual choice is respected during the current login. With only one Workspace, continue its setup; no switch action is shown. Do not purchase another Workspace to resume an existing paid one.