To share a note in Notes, open the note, choose Share, enter the person's email, mobile number or Aicountly account id, and pick one of three access levels: can view, can comment or can edit. Pick the lowest level that lets them do their job, and remember that a private note cannot be shared at all.
That matters most when the person on the other side is your CA, an auditor or a new accountant. Working notes often contain bank details, client names and half-finished workings, so how you share a note is a small piece of good record-keeping. This guide walks through the Share dialog in Notes as it works today, so you can share a note in Notes with confidence.
What the Share dialog shows you
The Share dialog is titled with the name of your note and carries a short reminder: everyone listed sees the note as it changes, including anything you write in it later. That one sentence is worth reading before you add anyone. Sharing is not a snapshot; it is a live view of the note.
At the top you will see the link to the note and a Copy link button. The dialog is explicit that the link only opens for people on the access list. Pasting the link into a chat does not give anyone access by itself, so a forwarded link does not leak the note.
Pick the right access level
Notes offers three levels when you share. The dialog explains each in one line:
LevelWhat the person can doGood for Can viewRead the note. Nothing else.An auditor reading a reconciliation note; a partner who only needs the status Can commentRead the note and leave comments, but not change a word of it.Your CA reviewing a month-end checklist and raising queries Can editChange the note and comment on it.A colleague who maintains the note with youOwnership is not on the list. Sharing cannot hand a note over; the owner keeps full access, including sharing and deleting. If you are unsure, start with can view or can comment, and raise the level later from the same dialog.
Share a note step by step
- Open the note and choose Share to open the dialog.
- In the person field, type their email address, mobile number or Aicountly account id. If Contacts is switched on for your workspace, the field also suggests people from your own contacts as you type. It is your address book, not a directory of everyone on the platform.
- Choose the access level in the Access drop-down.
- Select Share.
- Copy the link and send it to the person yourself.
That last step is easy to miss. After you share, Notes confirms that the person now has access and tells you plainly that they have not been notified. Use Copy link and send it by email or chat.
Sharing with someone who has no account yet
If the person does not have an Aicountly account, the dialog lists them as invited, with the line "Invited — joins when they create an account". An invitation is not access: until they create an account, they cannot open the note. You can withdraw an invitation from the list at any time.
Why a private note cannot be shared
A note marked private is stored so that the server cannot read it. Because of that, it can only ever be opened by you, and the Share dialog replaces the form with an explanation instead of failing when you submit. If a note needs to reach your CA, keep it as a normal note, or use the export route covered in our guide to sending a note to your CA as a file or PDF.
Change, remove and review access
Under People with access you see everyone on the note and their level. Only the owner can change sharing; other members see the list read-only, which helps them judge what is safe to write in the note.
- Change a level: use the drop-down beside the person's name.
- Remove someone: use the remove button beside their name. It takes effect immediately.
- Leave a shared note: if a note was shared with you, you can leave it. It disappears from your lists and your device, and only the owner can share it with you again.
Notes also keeps an activity trail for a shared note. It records who did what, such as a role change, but not the content of the note, so a person you added five minutes ago cannot read old history from it.
Share notebooks and company notes
Sharing works for notebooks too, and a note inside a shared notebook is reached through that notebook. If you leave such a note, Notes offers to leave the notebook instead. For team-wide notes, see our guide to Company Notes and who can edit and share. To track queries on a regular rhythm, combine sharing with the monthly compliance checklist in Notes, and if you delete something by mistake, version history and Trash can help you recover it.
A simple routine for sharing with your CA
- Share a dedicated note or notebook, not a page full of unrelated personal items.
- Start with can comment, so queries sit beside the figures they refer to.
- Keep bank account numbers and passwords out of shared notes altogether.
- Review People with access at each quarter end and remove anyone who no longer needs it.
- Confirm any tax or legal specifics with your CA; a note is a working aid, not advice.
Key takeaways
- Choose can view, can comment or can edit; ownership cannot be passed on through sharing.
- The link works only for people on the access list, and Notes does not notify anyone, so send the link yourself.
- Private notes cannot be shared.
- Removing a person takes effect immediately.
- Check People with access regularly.
If your team keeps working notes, checklists and queries in one place, Notes lets you share them with the right level of access and see who has it.
