AR Clerk
Prepares local invoices, reviews cash proposals and applies permitted receipts. Cannot replace Controller write-off approval.
Roles and permissions
Give each person the customer and decision scope their work needs.
Working roles
7 rulesAR Manager
Maintains collection policies, investigates disputes, manages holds and requests write-offs. Credit approval follows the configured threshold.
Controller / CFO
Owns the financial review, higher-tier adjustments and write-off decisions. Reconciles the AR population to its ledger owner.
Sales Rep
Reads assigned-customer aging within account-owner scope.
Customer
Sees only their own permitted invoices and payment context.
Viewer
Receives the intended aggregate read-only reporting scope.
Admin
Configures identities and integration access; administrative access is not permission to replace an independently assigned financial decision.
The roles
Controller / CFO
Owns the AR function. Approves WriteOffs, signs off on the period-end aging, and reviews DSO and bad-debt trend. The named approver on the GL post handoff to fin-accounting.
AR Manager
Owns the operational AR machine. Configures dunning policies, manages collections cases, releases credit holds, and approves credit memos under threshold. Escalates write-offs to the Controller.
AR Clerk
The operational role — the day-in / day-out AR seat. Drafts and sends Invoices, applies PaymentsReceived against open Invoices, processes CreditMemos under threshold, sends manual dunning when a Customer-specific situation calls for it.
Sales Rep
Account-owner read-only on own Customers' AR. Nudges the buyer when a deal goes overdue without exposing GL detail.
Customer
The buyer. Implicit role accessed through the customer payment portal — sees own open Invoices, can pay via the fin-payments-issued portal link, downloads own Invoices and Statements.
Viewer
Executive read-only on aging and DSO. The owner, board member, or external auditor seat.
Access boundaries
Apply customer ownership, field masking and action permissions consistently to lists, exports, references and APIs. Test both permitted and rejected requests before rollout. Bank and processor references retain their sensitive-field controls.
Admin
Systems administrator. Owns configuration, integration health, and user provisioning for the AR system. Not a day-to-day AR operator.
- Full CRUD on all tables
- Manage RBAC and role assignments
- Configure BillingTerms, InvoiceTemplates, DunningPolicies (with AR Manager)
- Configure inbound feeds from CRM, pm-billing, fin-tax-compliance, and the bank API
- Configure outbound integrations to fin-accounting (GL JEs), fin-payments, document store, and email
- Cannot post a WriteOff without Controller approval and cannot reverse a posted GL JE
Controller / CFO
Owns the AR function. Approves WriteOffs, signs off on the period-end aging, and reviews DSO and bad-debt trend. The named approver on the GL post handoff to fin-accounting.
- Full read on every table in the app
- CRUD on WriteOffs (sole approver — PendingApproval → Approved)
- Approve CreditMemos above the AR Manager threshold
- Read Customers.CreditLimit, PaymentsReceived.BankAccount, and BankFeedTransactions.BankAccount (unmasked)
- Sign off on ARAgingSnapshots at period close
- Cannot edit Invoices, PaymentsReceived, or CreditMemos directly — that's AR Clerk / AR Manager scope
- the role is review and approval, not data entry
AR Manager
Owns the operational AR machine. Configures dunning policies, manages collections cases, releases credit holds, and approves credit memos under threshold. Escalates write-offs to the Controller.
- CRUD on Customers (AR fields — CreditLimit, DefaultDunningPolicy, DefaultBillingTerm, StatementCadence), DunningPolicies, Disputes, CollectionsCases, CreditHolds, LateFees (waive)
- CRUD on CreditMemos (approve up to threshold)
- CRUD on WriteOffs as Draft → PendingApproval (routes to Controller)
- Read on Invoices, InvoiceLines, PaymentsReceived, PaymentApplications, BankFeedTransactions, ARAgingSnapshots
- View unmasked Customers.CreditLimit
- Cannot post WriteOffs to Approved (Controller only)
AR Clerk
The operational role — the day-in / day-out AR seat. Drafts and sends Invoices, applies PaymentsReceived against open Invoices, processes CreditMemos under threshold, sends manual dunning when a Customer-specific situation calls for it.
- CRUD on Invoices and InvoiceLines while Status IN (Draft, Sent)
- Trigger Status: Draft → Sent (fires invoice-send and gl-post-on-invoice-send)
- CRUD on RecurringInvoiceSchedules (cannot delete an Active schedule without AR Manager)
- CRUD on PaymentsReceived and PaymentApplications — including reviewing and confirming the auto-matched proposals from payment-application-auto-match
- CRUD on CreditMemos and CreditMemoLines while Status IN (Draft) (AR Manager approves)
- Read on BankFeedTransactions, DunningEvents, DunningPolicies, Disputes, Customers, BillingTerms, InvoiceTemplates
- Trigger ad-hoc dunning sends
- Read Customers.CreditLimit masked
Sales Rep
Account-owner read-only on own Customers' AR. Nudges the buyer when a deal goes overdue without exposing GL detail.
- Read on Customers where Customer.AccountOwner = self
- Read on Invoices, PaymentsReceived, ARAgingSnapshots, DunningEvents, CollectionsCases, CreditHolds scoped to those Customers
- Cannot see Customers.CreditLimit (masked), PaymentsReceived.BankAccount (masked), or any other Customer's data
- Cannot edit anything in this app
Customer
The buyer. Implicit role accessed through the customer payment portal — sees own open Invoices, can pay via the fin-payments-issued portal link, downloads own Invoices and Statements.
- Read on own Invoices and InvoiceLines (filtered by Customer = self)
- Read on own PaymentsReceived and PaymentApplications
- Initiate payment via portal link (handled by fin-payments)
- Cannot see other Customers, internal notes, dunning history, credit limit, or any AR Manager / AR Clerk surfaces
- No write access on AR tables — payments flow through fin-payments and create PaymentsReceived here on clearing
Viewer
Executive read-only on aging and DSO. The owner, board member, or external auditor seat.
- Read on Invoices, Customers (financial fields masked except OpenARBalance), ARAgingSnapshots, CollectionsCases, WriteOffs, DunningEvents, and all reports
- Cannot see Customers.CreditLimit, PaymentsReceived.BankAccount, or BankFeedTransactions.BankAccount
- Cannot edit anything