Systems administrator. Owns configuration, integration health, and user provisioning for the AR system. Not a day-to-day AR operator.
Can
Full CRUD on all tables
Manage RBAC and role assignments
Configure billing terms, invoice templates, dunning policies (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
Can't
Post a write-off without Controller approval and cannot reverse a posted GL JE
Controller / CFO
Owns the AR function. Approves write-offs, 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.
Can
Full read on every table in the app
CRUD on write-offs (sole approver — pending approval → Approved)
Read customer credit limit, payments received bank account, and bank feed transaction bank account (unmasked)
the role is review and approval, not data entry
Reviews and approves
Approve credit memos above the AR Manager threshold
Sign off on AR aging snapshots at period close
Can't
Edit Invoices, payments received, or credit memos directly — that’s AR Clerk / AR Manager scope
Starts on: Pending Write-Offs
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.
Can
CRUD on Customers (AR fields — credit limit, default dunning policy, default billing term, statement cadence), dunning policies, Disputes, collections cases, credit holds, late fees (waive)
CRUD on credit memos (approve up to threshold)
CRUD on write-offs as Draft → pending approval (routes to Controller)
Read on Invoices, invoice lines, payments received, payment applications, bank feed transactions, AR aging snapshots
View unmasked customer credit limit
Can't
Post write-offs to Approved (Controller only)
Starts on: Pending Write-Offs
AR Clerk
The operational role — the day-in / day-out AR seat. Drafts and sends Invoices, applies payments received against open Invoices, processes credit memos under threshold, sends manual dunning when a Customer-specific situation calls for it.
Can
CRUD on Invoices and invoice lines while Status IN (Draft, Sent)
Trigger Status: Draft → Sent (fires invoice-send and gl-post-on-invoice-send)
CRUD on recurring invoice schedules (cannot delete an Active schedule without AR Manager)
CRUD on payments received and payment applications — including reviewing and confirming the auto-matched proposals from payment-application-auto-match
CRUD on credit memos and credit memo lines while Status IN (Draft) (AR Manager approves)
Read on bank feed transactions, dunning events, dunning policies, Disputes, Customers, billing terms, invoice templates
Trigger ad-hoc dunning sends
Read customer credit limit masked
Can't
Edit write-offs, credit holds, or collections cases (escalates to AR Manager)
Starts on: Overdue AR Queue
Sales Rep
Account-owner read-only on own Customers’ AR. Nudges the buyer when a deal goes overdue without exposing GL detail.
Can
Read on Customers where customer account owner = self
Read on Invoices, payments received, AR aging snapshots, dunning events, collections cases, credit holds scoped to those Customers
Can't
See customer credit limit (masked), payments received bank account (masked), or any other Customer’s data
Edit anything in this app
Starts on: My Customers' Aging (Sales)
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.
Can
Read on own Invoices and invoice lines (filtered by Customer = self)
Read on own payments received and payment applications
Initiate payment via portal link (handled by fin-payments)
No write access on AR tables — payments flow through fin-payments and create payments received here on clearing
Can't
See other Customers, internal notes, dunning history, credit limit, or any AR Manager / AR Clerk surfaces
Viewer
Executive read-only on aging and DSO. The owner, board member, or external auditor seat.
Can
Read on Invoices, Customers (financial fields masked except open AR balance), AR aging snapshots, collections cases, write-offs, dunning events, and all reports
Can't
See customer credit limit, payments received bank account, or bank feed transaction bank account
Edit anything
Starts on: Latest AR Aging Snapshot
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