AP Specialist
Prepares partner bills and their coded lines for review.
Can
- Manage accounting documents, document lines, record attachments
- View business partners, fund restrictions, Payments, review decisions
Starts on: AP Bills Worklist
- Fund Accounting
- Roles and permissions
Who can do what in Fund Accounting
Assign finance preparation, decisions and evidence review to named owners.
How permissions work
Separate preparation and decisions
AP Specialist prepares the bill; the Controller decides on the restricted expense and document approval.
Keep organization scope visible
Check the organization on bills, invoices, fund restrictions and journals when testing access.
Test the source record
A filtered list helps staff find work, while access to the linked record and attachment needs its own review.
Who can do what
| Role | Restricted fund records | Accounting documents | Donor receivables | General ledger | Payments and cash | Review and evidence |
|---|---|---|---|---|---|---|
| AP Specialist | Edit | Edit | — | Edit | View | Edit |
| AR Specialist | — | View | Edit | Edit | Edit | Edit |
| Staff Accountant | View | View | View | Edit | View | View |
| Treasury Analyst | — | View | View | — | Edit | View |
| Controller | Edit | Approve | View | Edit | View | Edit |
| External Auditor | View | View | View | View | View | View |
| Admin | Edit | Edit | Edit | Edit | Edit | Edit |
Each role in detail
AR Specialist
Prepares and issues donor contribution invoices.
Can
- Manage Invoices, invoice lines, Donors
- View Payments, ledger accounts, operation receipts
Starts on: AR Invoice Register
Staff Accountant
Maintains accounts, journals and accounting periods for the organization.
Can
- Manage journal entries, journal lines, ledger accounts, accounting periods
- View accounting documents, Invoices, fund restrictions
Starts on: Unposted Journals
Treasury Analyst
Schedules and releases payments, then investigates cash matching.
Can
- Manage Payments, cash receipts, cash applications
- View accounting documents, Invoices, operation receipts
Starts on: AP Bills Worklist
Controller
Reviews restricted spending, bill decisions and the accounting record.
Can
- Manage fund restrictions, review decisions, accounting periods
- View accounting documents, document lines, Payments, journal entries, operation receipts
Reviews and approves
- Approve accounting documents
Starts on: Unposted Journals
External Auditor
Examines recorded decisions and supporting evidence.
Can
- View Organizations, accounting documents, fund restrictions, review decisions, operation receipts, record attachments, journal entries, Payments
Starts on: GL Entry Review
Admin
Configures access and organizational reference records.
Can
- Manage Users, team members, Organizations, business partners, Donors
- View accounting documents, Invoices, journal entries, Payments
Set up Fund Accounting your way.
Start free, then use Proto to change fields, steps and approvals before your team goes live.