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Invite users and set their permissions
Invite users and set their permissions

How to add users to AutoEntry and configure what they have access to.

Brian Carolan avatar
Written by Brian Carolan
Updated over a week ago

You can invite and add as many users to your AutoEntry account as you want.

Below are some examples of users you may want to invite to your AutoEntry company:

  • Colleagues in your office that will use AutoEntry

  • Clients of your practice

  • External bookkeepers/accountants (invited by an individual company)

The process to invite someone is straightforward:

  1. You add the user to the companies you want them to access.

  2. You configure their permissions.

  3. The user sets up their access from a welcome invite email.

Add a new user

You can add a new user from two locations users can be done in two ways:

  • Click People on the left-hand navigation bar

  • Click the People tab in a particular company or folder

Each option you can then click Add People where you enter the person's email address, and confirm the account/company you want to add that user to.

Invite to Account

If you have access to multiple billing accounts on AutoEntry, first select the account you wish to add the person to.

Relationship to Account

You can select from:

  • Employee (default)

  • Internal/External Accountant

  • Client of yours

Single Company or All Companies

Single Company

When you select Single Company, this only adds the user to the company mentioned in the drop-down menu underneath.

All Companies

When you select All Companies this adds the user to all the companies in your account, and add them to any new companies you added to your account in the future. You see a warning pop up to confirm this when you select this option.

๐Ÿ“ŽNOTE: If you want a user to have access to multiple companies, but not all of them, select Single Company, then grant that user access to additional companies. You must do manually for every company you want them to have access to.

Confirm Email sends the invitee a link via email to verify their address and leads them to the AutoEntry sign-in page. Once they set their name and password, they're in.

Permissions tab

Once the user has been invited, the permissions page will open.

Here are some things to note:

  • At the top left corner, you can check which user you are setting the permissions for and the company/account you are setting the permissions for

  • Setting permissions per account will set those permissions for that user for all companies on that account

  • Permissions for that user can't be edited on a company level

  • Leaving the permissions blank at the account level allows you to edit and tailor the permissions on a company level for that user

Account/Company Management

These settings control:

  • Company Settings - Ability to view/edit the company settings page for a particular company/client at account or company level

  • Manage People - Enables the user to add and edit users to the account/company

  • Add Companies - Allows the user to add additional companies to the account (account level only)


View our guide for Expenses user permissions for more details about the different types of permissions in this section.


Folder Access for Purchases/Sales/Bank Statements

This section allows you to grant or restrict access to certain folders within AutoEntry. When applied to an account, those settings are applied to all companies on your account. If they are set at an account level, they cannot be edited on a company level.

  • View/Edit - Effectively gives full access to the Purchases/Sales/Statements folders so users can view all items uploaded and processed, edit any details of the data and publish to your accounts package

  • Upload - Restricts/Allows the ability for a user to upload documents to that folder.

๐Ÿ“ŒTIP: To save you time you can use permission templates that you can assign to other users. You can also copy existing user's permissions to other users.

Settings Tab

Under the Settings tab at the top, you can also set:

  • The Approvers this user can submit expense reports to

  • Mileage rates they can use

  • Default tracking categories per user

Useful for users from different offices submitting via the mobile app, where they will always be uploading to a particular location/class tracking category.

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