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Invoicing & Billing System
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  1. Invoicing & Billing System
  2. Roles and permissions
Reference

Who can do what in Invoicing & Billing System

Give each person the records and decisions their work requires.

Who can do what

Permissions by role
RoleClients and estimatesInvoice preparationRecurring billingPayments and reconciliationBillable workCollections and reporting
Owner / AdminEditEdit—ViewEdit—
BookkeeperEditEditEditEditApproveApprove
AssistantEditEdit——Edit—
Viewer——————
ClientApproveView————

Each role in detail

Owner / Admin

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

Can

  • Manage business configuration, provider connections and role assignments
  • Manage Clients, Items and sales tax rates
  • Prepare and send Estimates and Invoices
  • Record evidenced offline client decisions and convert accepted Estimates
  • View Payments and financial reports
  • Record verified external tax workpaper decisions
  • Never delete cleared Payments or bypass server document locks

Reviews and approves

  • Review corrections and recurring charge settings

Starts on: Draft Invoices

Bookkeeper

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

Can

  • Manage Clients, Estimates and draft Invoices
  • Record evidenced offline client decisions and convert approved Estimates
  • Maintain agreed recurring schedules
  • Record evidenced manual Payments
  • Read financial reports
  • Prepare tax forms1099 sent from independently verified outgoing-payment evidence
  • No bank configuration or protected financial deletion

Reviews and approves

  • Review Reminders, Expenses and time entries

Starts on: Draft Invoices

Assistant

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

Can

  • Manage own draft Estimates, Invoices, Expenses and time entries
  • Send own valid Estimates and Invoices
  • View Items and sales tax rates
  • No customer acceptance decisions, voids, payment edits, provider configuration or tax filings

Starts on: Draft Invoices

Viewer

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

Can

  • View permitted billing records and reports
  • Export scoped reports
  • Mask bank account numbers and tax identifiers
  • No writes or workflow execution

Starts on: Outstanding Invoices

Client

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

Can

  • View only the specific owned invoice or estimate authorized by a signed document link
  • Follow its hosted payment link
  • No staff workspace, unrelated records, financial status edits or exports

Reviews and approves

  • Approve or decline the addressed estimate revision

Starts on: Estimates Awaiting Approval

Set up Invoicing & Billing System your way.

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