Envoice uses a concept of Roles, designed to give the Company account Administrator the ability to control what users can and cannot do within the Company Account
Each of the users can be assigned to multiple roles based on what access level or tasks they need to perform.
The Permissions section in the User settings page allows you to control the roles users have on this specific Company Account within Envoice. But does not affect permissions the user might have on other company accounts at Envoice if they have one.
Note: The first user to start a new company account is automatically given Administrator User rights. Any users promoted to Administrator privilege can remove the Administrator permission from the initial user if needed.
Choose which roles and permissions best suit your individual team members.
The role provides complete access to the account and its settings. Only Administrators is able to link company account to a Billing Account, modify subscription settings and integrate Envoice with your accounting software.
Administrators task is to manage user accounts and company book-keeping settings.
In addition, the Administrator can perform all Accountants tasks as well. Submit documents to Envoice, view and modify any items and set up the rules.
Admin does not have approval permission by default, it has to be added.
The accountant's role is to review and confirm all purchase and expense related items before publishing to your accounting software. Actual tasks may vary depending on the selected subscription plan and company account setup. An accountant has full access to all company documents.
The role enables to submit purchase invoices to Envoice and record items. Create and initiate an approval workflow. The Accountant finalizes the processing of expense reports.
Otherwise to Administrator, Accountant cannot edit company settings nor accounting settings.
By default, an Accountant cannot be added to the approval workflow. This permission has to be added additionally.
The role authorizes the user to participate in the approval workflow. The approver can comment, reject and approve the items in workflow, where the user has been assigned to. Approver can participate in the workflow as a final approver.
Approver has permission to modify the approval workflow - add additional users in front or after himself/herself.
Approver has access to view all the items (including archive) he or she has previously participated in the workflow.
In addition, approver has permission to create and submit expense and travel reports.
Note: Approver's role can be assigned to the user with the permission to recording items in the workflow. With permission to record, the user can add accounting information (accounts, tracking categories) only to the items sent to the user for approval or for reviewing.
The role adds to the user permission to participate in the workflow. The reviewer can pre-approve, comment and reject the items, but cannot decide the final approval.
The reviewer has permission to modify the approval workflow - add additional users in front or after himself/herself.
A reviewer has access to view all the items (including archive) he or she has previously participated in the workflow.
A reviewer can create and submit expense and travel reports as well.
Note: Reviewer's role can be assigned to the user with the permission to recording items in the workflow. With permission to record, the user can add accounting information (accounts, tracking categories) only to the items sent to the user for approval or for reviewing.
The Employee role is assigned to users who should only create expense and travel reports. They can upload receipts either via the smartphone app or by uploading from Envoice. Employees can create reports and submit them. They can edit and view only their own expenses.
Salesman's role is divided into 2 sub-roles - Limited and Standard
Users with Salesman's Limited role can create and send sales invoices in Envoice. In addition, they are allowed to edit contacts and create new clients (contacts) if necessary for invoicing. The role grants access to view archive of sales invoices with an option to see only the items created by himself/herself.
The role does not provide an option to create an invoice on behalf of someone else.
Users with Salesman's Standard role has all the permissions of Salesman Limited plus;
- Create new Items
- Cancel the Invoice confirmation
- View all the sales invoices in Envoice (including invoices created by other users)
- Change Invoice No and Reference number
Neither of Sales roles can Publish Sales invoices to accounting software or create new VAT rules.
Auditor role adds to a user account an option to view all the items archived. Purchase invoices, sales invoices, receipts and expense reports. This role does not provide permission to edit or add any information to items.
The role enables to create payment files, uploading bank statements to Envoice for reconciliation and marking invoices paid manually.