Roles and access for your staff

Everyone who files e-invoices for your business should have their own login and the right role. Never share the owner login.

The three roles

What they can do Owner Accountant Staff
View documents Yes Yes Yes
Create and submit documents Yes Yes Yes
Cancel or void documents Yes Yes No
Invite members Yes No No
Billing and plan Yes No No
Delete the shop Yes No No

Match the role to the job

  • Counter or sales staff: Staff. They file sales but cannot cancel them.
  • Your bookkeeper or tax agent: Accountant. They can file, cancel and correct, but cannot change billing or members.
  • You: Owner. Keep it to the people who own the business.

Control which documents each role can create

  1. Open Settings, then the Profile tab.
  2. In the Permissions section, tick which roles may create each document type: invoices, self-billed invoices, credit, debit and refund notes, self-billed notes, and the monthly consolidated e-invoice. Owners always can.
  3. Click Save permissions.

For example, you can let Staff create invoices but leave credit notes to Accountants.

Control what staff can type

In the same area, under Staff controls:

  • Lock prices for staff: staff keep the catalog price on any line picked from the catalog. A price they type over is corrected back and noted in the audit trail.
  • Catalogue items only for staff: staff can only add lines from the catalog or a package. Typed lines are refused.

Click Save staff controls. These stop guessed classification codes and price mistakes at the counter.

Stay informed

When anyone other than an owner cancels or voids a document, owners get an alert with the reason. Every document also keeps an Audit trail of who did what.

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