Admin
Maintains users, customers, projects, resources and shared billing configuration.
Can
- Manage Users, Customers, Projects, Resources, rate cards
- View billing contracts, Invoices
- Project Billing System
- Roles and access
Who can do what in Project Billing System
Assign billing preparation, project review and accounting decisions.
Who can do what
| Role | Contracts and rates | Billable work | WIP and adjustments | Invoice preparation | Approval and delivery | Receivables | Revenue recognition |
|---|---|---|---|---|---|---|---|
| Admin | Edit | Edit | Edit | View | View | Edit | — |
| Billing specialist | Edit | Edit | View | Edit | Edit | Edit | — |
| Project manager | View | Edit | Edit | Edit | Edit | Edit | — |
| Controller | Edit | — | Edit | View | Edit | Edit | Edit |
| AR clerk | View | — | View | Edit | Edit | Edit | — |
| Resource | View | View | View | — | — | — | — |
Each role in detail
Billing specialist
Prepares billing contracts, billable work and invoice drafts for project review.
Can
- Manage billing contracts, billing schedules, billable time entries, billable expenses, Invoices, invoice lines
- View billing holds, WIP balances
Starts on: My Draft Invoices
Project manager
Checks the project invoice and records work that should be excluded before submission.
Can
- Manage Invoices, billable time entries, billing holds
- View Projects, billing contracts, WIP balances
Starts on: My Draft Invoices
Controller
Decides commercial and accounting approvals and reviews revenue periods.
Can
- Manage billing contracts, invoice approval steps, WIP adjustments, write offs, rev rec entries, rev rec periods
- View Invoices, journal entries
Starts on: Pending Final Approval (Controller)
AR clerk
Follows sent invoices, payment amounts, reminders and collection exceptions.
Can
- Manage Invoices, dunning events, write offs
- View Customers, Projects
Starts on: Write Offs Pending Approval
Resource
Checks their billable hours and the project work tied to them.
Can
- View billable time entries, Projects, Resources
Starts on: My Billed Hours
Set up Project Billing System your way.
Start free, then use Proto to change fields, steps and approvals before your team goes live.