Once you've added a user, you can give them access to all or specific folders. You can also give or restrict some of the features within each folder.

How to access the permission settings

📎NOTE: You need the Manage people permission to be able to configure access for other users.

You can access the Permissions page for a user in the following way:

From your account, click the People section on the left-hand navigation bar.
Click Edit beside the user name.

📎NOTE: When you invite a new user, the permissions page will open automatically.

General access

User

Make sure to check the user name and credentials before you modify its settings.

Relationship to Account

You can select from:

Employee (default)
Internal Accountant
External Accountant
Client

Set Up Access for

Before you set up permissions, you need to make sure you select the correct Company or Account setting under Set Up Access for.

Account

If you need to apply the same permissions for all the companies within the account, select Account.

📎NOTE: If you set up permissions at Account level, you won't be able to customise them for a specific company within the account. If you leave the permission blank at Account level, you can then modify at Company level.

Company

If you want to apply different permissions at a company level, select Company. Then select the actual company from the dropdown. Make sure to switch and set the permissions for each company.

Permissions tab

From the Permissions tab, you can give access to the following sections or folders:

Account / Company Management
Expenses
Purchases / Supplier Statements
Sales
Bank Statements
File Management

Restrictions

Within each section or folder, you can apply all or a selection of the following permissions:

ACCOUNT / Company Management	Company Settings Gives access to Company Settings, Company contacts, and the Integration page.	Manage People Allows a user to invite other users and set permissions.	Add Companies Allows a user to add more companies to the account (account level only)	Force Two-Step Verification
EXPENSES Expenses permissions	Submitter	Approver	Edit Before Approval + Approver Selecting Edit Before Approval will always activate the Approver permissions together with it.	Admin
PURCHASES + SUPPLIERS STATEMENTS	View / Edit only		View / Edit and Upload
SALES	View / Edit only		View / Edit and Upload
BANK STATEMENTS	View / Edit only		View / Edit and Upload
FILE MANAGEMENT	View / Edit only		View / Edit and Upload

Templates

You can configure and reuse templates for different user profiles. Once created, you can gain time when you invite a new user.

You can also copy existing settings from one user to another.

Settings tab

Under the Settings tab, you can set the following:

The Approvers this user can submit expense reports to
Mileage rates they can use
Default tracking categories per user

This can be useful for users from different offices submitting via the mobile app. It allows you to upload to the same location / class tracking category.

FAQs

Purchases and Suppliers Statements

You can't give access to the Purchases or Supplier statements folders independently from each other. They’ll always apply together.

View / Edit

There’s no restriction available allowing you to View or Edit independently. View and Edit will come together. It will also give access to the publication feature if you're integrated with an accounting software.

View / Edit and Upload

You can't give access to Upload without giving access to View / Edit.

Can I give access to upload invoices only without allowing them to edit or publish?

You can't allow users to upload sales and purchases invoices without giving access to the invoices View / edit mode and publication features.

However, if you don't want a user to access the invoices and publish feature, you can either:

Give access to the Expenses folder as Submitter instead. Another user can then approve and move the expense to the Purchases folder.
Restrict access to the File management folder only. A user can upload invoices to the File management. Another user can then move them to the invoices folder for extraction and publication.

For more information, visit our article Upload access only for invoices.

Disappearing pages

If a page appears for a second before it disappears, this is a sign the user doesn't have the permission to access it.

Access and Permission settings