Every person has a role in each company. A role gives one of five levels in each of fifteen areas. The built-in roles are below; owners and administrators can build custom roles on the same matrix in Users & roles (chapter 3). Owners, administrators, accountants and external accountants can post into soft-locked periods.
| Role | Dashboard | Sales & receivables | Purchases & payables | Banking & reconciliation | Journals & chart of accounts | Inventory | Manufacturing | Fixed assets | Tax (VAT & WHT) | Financial reports | Company settings | Users & roles | Audit trail | Expense claims | Projects & timesheets |
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
| Owner | Full | Full | Full | Full | Full | Full | Full | Full | Full | Full | Full | Full | Full | Full | Full |
| Administrator | Full | Full | Full | Full | Full | Full | Full | Full | Full | Full | Full | Full | Full | Full | Full |
| Accountant | Full | Full | Full | Full | Full | Full | Full | Full | Full | Full | Full | View | Full | Full | Full |
| External accountant | Full | Full | Full | Full | Full | Full | Full | Full | Full | Full | Approve | View | Full | Full | Full |
| Bookkeeper | View | Approve | Approve | Approve | Approve | Prepare | View | Prepare | View | View | – | – | – | Approve | Approve |
| Sales | View | Approve | – | – | – | View | – | – | – | – | – | – | – | Prepare | Prepare |
| Purchasing | View | – | Approve | – | – | View | – | – | – | – | – | – | – | Prepare | View |
| Inventory manager | View | View | Prepare | – | – | Approve | View | – | – | – | – | – | – | Prepare | – |
| Production manager | View | View | View | – | – | Prepare | Approve | – | – | – | – | – | – | Prepare | – |
| Auditor | View | View | View | View | View | View | View | View | View | View | View | View | View | View | View |
| Reports only | View | – | – | – | – | – | – | – | – | View | – | – | – | – | – |
| Employee (expenses and time) | – | – | – | – | – | – | – | – | – | – | – | – | – | Prepare | Prepare |
Levels: None, View, Prepare, Approve, Full. – means none (the area is hidden). Prepare: create drafts and submit them for approval. Approve: approve and post. Full: also void posted transactions and change the area's settings.
| Role | What it is for |
|---|---|
| Owner | Full control of the company, including users, security and lock dates. Can post into soft-locked periods. |
| Administrator | Full access to every module and to users. Can post into soft-locked periods. |
| Accountant | In-house accountant: all accounting, tax, period locks, year-end and reports. No user management. Can post into soft-locked periods. |
| External accountant | Adviser from an outside firm: same accounting powers as the Accountant, across the client companies they are invited to. Can post into soft-locked periods. |
| Bookkeeper | Day-to-day entry: sales, purchases, banking and journals. Cannot post into locked periods or change settings. |
| Sales | Quotes, sales orders, invoices, credit notes and customer receipts. Sales reports. |
| Purchasing | Purchase orders, bills, vendor credits and supplier payments. Purchase reports. |
| Inventory manager | Items, warehouses, goods received, adjustments, transfers and stock counts. |
| Production manager | Bills of materials, work centres and production orders. |
| Auditor | Read-only access to everything, including the audit trail. For external auditors and reviewers. |
| Reports only | Dashboard and reports. No transactions. |
| Employee (expenses and time) | Submits their own expense claims with receipts, time sheets against projects and purchase requisitions. Nothing else. |