Roles and permissions

Give each person the records and decisions their work requires.

Permissions

Summarised from the authored role permissions. Scope restrictions such as “own records” still apply; these symbols do not indicate completeness or runtime access.

TableOwner / AdminBookkeeperAssistantViewerClient
master
Clients Manage / maintain: Manage Clients, Items and SalesTaxRates Manage / maintain: Manage Clients, Estimates and draft InvoicesNo table-specific permission statedNo table-specific permission statedNo table-specific permission stated
Items Manage / maintain: Manage Clients, Items and SalesTaxRatesNo table-specific permission stated View: View Items and SalesTaxRatesNo table-specific permission statedNo table-specific permission stated
SalesTaxRates Manage / maintain: Manage Clients, Items and SalesTaxRatesNo table-specific permission stated View: View Items and SalesTaxRatesNo table-specific permission statedNo table-specific permission stated
transaction
Estimates Specific actions: Record evidenced offline client decisions and convert accepted Estimates Manage / maintain: Manage Clients, Estimates and draft Invoices; Record evidenced offline client decisions and convert approved Estimates Manage / maintain: Manage own draft Estimates, Invoices, Expenses and TimeEntriesNo table-specific permission statedNo table-specific permission stated
RecurringSchedulesNo table-specific permission stated Manage / maintain: Maintain agreed RecurringSchedulesNo table-specific permission statedNo table-specific permission statedNo table-specific permission stated
ExpensesNo table-specific permission statedNo table-specific permission stated Manage / maintain: Manage own draft Estimates, Invoices, Expenses and TimeEntriesNo table-specific permission statedNo table-specific permission stated
TimeEntriesNo table-specific permission statedNo table-specific permission stated Manage / maintain: Manage own draft Estimates, Invoices, Expenses and TimeEntriesNo table-specific permission statedNo table-specific permission stated
finance
InvoicesNo table-specific permission stated Manage / maintain: Manage Clients, Estimates and draft Invoices Manage / maintain: Manage own draft Estimates, Invoices, Expenses and TimeEntriesNo table-specific permission statedNo table-specific permission stated
Payments View: View Payments and financial reports Specific actions: Record evidenced manual PaymentsNo table-specific permission statedNo table-specific permission statedNo table-specific permission stated
  • Owner / AdminManage business configuration, provider connections and role assignmentsReview corrections and recurring charge settingsRecord verified external tax workpaper decisions
  • BookkeeperRead financial reportsNo bank configuration or protected financial deletion
  • AssistantNo customer acceptance decisions, voids, payment edits, provider configuration or tax filings
  • ViewerView permitted billing records and reportsExport scoped reportsMask bank account numbers and tax identifiersNo writes or workflow execution
  • ClientView only the specific owned invoice or estimate authorized by a signed document linkApprove or decline the addressed estimate revisionFollow its hosted payment linkNo staff workspace, unrelated records, financial status edits or exports
Manage / maintain View Specific actions— No table-specific permission statedPermissions also apply to agents

How permissions work

5 rules

Scope every record, query, action, export and attachment to the authenticated workspace and authorized entity.

Keep preparation and independent approval separate where the process requires review.

Protect bank details, tax identifiers and private financial values at field level.

Treat an administrator’s technical access separately from business decision authority.

Record failed and successful protected actions in the retained audit history.

The roles

Owner / Admin

Owner / Admin works within the record, field and action scope below.

Permissions and screens
  • Manage business configuration, provider connections and role assignments
  • Manage Clients, Items and SalesTaxRates
  • Prepare and send Estimates and Invoices
  • Record evidenced offline client decisions and convert accepted Estimates
  • Review corrections and recurring charge settings
  • View Payments and financial reports
  • Record verified external tax workpaper decisions
  • Never delete cleared Payments or bypass server document locks
Draft InvoicesDraft
Invoice NumberClientIssue DateDue Date
My Draft InvoicesDraft
Invoice NumberClientIssue DateDue Date
Year-End Reporting ReviewDraft
Form NumberTax YearClientForm Type
1099-NEC
Bookkeeper

Bookkeeper works within the record, field and action scope below.

Permissions and screens
  • Manage Clients, Estimates and draft Invoices
  • Record evidenced offline client decisions and convert approved Estimates
  • Maintain agreed RecurringSchedules
  • Record evidenced manual Payments
  • Review Reminders, Expenses and TimeEntries
  • Read financial reports
  • Prepare TaxForms1099Sent from independently verified outgoing-payment evidence
  • No bank configuration or protected financial deletion
Draft InvoicesDraft
Invoice NumberClientIssue DateDue Date
My Draft InvoicesDraft
Invoice NumberClientIssue DateDue Date
Year-End Reporting ReviewDraft
Form NumberTax YearClientForm Type
1099-NEC
Assistant

Assistant works within the record, field and action scope below.

Permissions and screens
  • Manage own draft Estimates, Invoices, Expenses and TimeEntries
  • Send own valid Estimates and Invoices
  • View Items and SalesTaxRates
  • No customer acceptance decisions, voids, payment edits, provider configuration or tax filings
Draft InvoicesDraft
Invoice NumberClientIssue DateDue Date
My Draft InvoicesDraft
Invoice NumberClientIssue DateDue Date
Outstanding InvoicesSent
Invoice NumberClientIssue DateDue Date
Viewer

Viewer works within the record, field and action scope below.

Permissions and screens
  • View permitted billing records and reports
  • Export scoped reports
  • Mask bank account numbers and tax identifiers
  • No writes or workflow execution
Outstanding InvoicesSent
Invoice NumberClientIssue DateDue Date
Recent PaymentsCleared
Payment NumberInvoiceClientMethod
ACH
Active Recurring SchedulesActive
Schedule NumberClientNameFrequency
Bi Weekly
Client

Client works within the record, field and action scope below.

Permissions and screens
  • View only the specific owned invoice or estimate authorized by a signed document link
  • Approve or decline the addressed estimate revision
  • Follow its hosted payment link
  • No staff workspace, unrelated records, financial status edits or exports
Estimates Awaiting ApprovalSent
Estimate NumberClientIssue DateExpiry Date
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