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 role. 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:
Administrator
Administrators have complete access to the Envoice company account. They manage users, company settings, and can also perform tasks typically assigned to Accountants. Administrators can link the company account to a billing account, adjust subscription settings, and integrate with accounting software.
However, they don't have approval permissions by default; this needs to be added separately.
Accountant
Accountants review, confirm, and modify purchase and expense items for publishing to accounting software. They can manage purchase invoices, approval workflows, expense reports and sales invoices.
Accountants have full access to company documents and can also manage accounting related settings like recording templates and contacts (suppliers and customers). However, they cannot configure integrations, manage users, or subscription.
By default, Accountants cannot participate in approval workflows; this permission must be added separately.
Approver
Approvers participate in approval workflows, commenting, rejecting, and approving items assigned to them. They can modify approval workflows, adding users before or after themselves for efficiency.
The role has only access to the items they've participated in, including archived ones. Similar to the Employee role, they can create and submit expense, travel reports, and purchase invoices.
Note: The recording permission, allowing Approver to add accounting details (accounts, tracking categories) exclusively to items designated for approval or review, can be granted along with this role within Envoice.
Reviewer
Reviewers participate in approval workflows, providing comments, recommendations, and the ability to reject items assigned to them, including pre-approvals. They can modify approval workflows, adding users before or after themselves for efficiency.
The role has access only to the items they've participated in, including archived ones. Similar to the Employee role, they can create and submit expense, travel reports, and purchase invoices.
The key distinction to Approver role is that Reviewer cannot give the final approval for documents; their role focuses on providing feedback and insights during the approval process, including the ability to reject items when necessary.
Note: The recording permission, allowing Reviewer to add accounting details (accounts, tracking categories) exclusively to items designated for approval or review, can be granted along with this role within Envoice.
Employee
The Employee role is designated for users responsible for creating expense and travel reports within Envoice. They have the ability to upload receipts via the mobile app or by directly uploading them to Envoice. Employees can create, submit, and access their own expense reports and purchase invoices.
However, Employees cannot edit purchase invoices once submitted. Their access is limited to viewing the invoices they have submitted.
Salesman
Salesman's role is divided into two sub-roles - Limited and Standard
Users with 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 only the sales invoices items created by themselves. However, they cannot create invoices on behalf of someone else.
Users with Standard role has all the permissions of Salesman Limited plus:
- Ability to create new items.
- Cancel the Invoice confirmations.
- Access to all sales invoices in Envoice, including those created by other users.
- Can modify the invoice numbers and reference numbers as needed.
Neither of the Sales roles can publish sales invoices to accounting software or create new Tax Rules.
Auditor
Auditors can view and export all items, including purchase invoices, sales invoices, receipts, and expense reports. However, they cannot edit or add information to these items. Also they cannot access any company settings, users or subscription.
Their role is to observe and verify records for auditing purposes, without the ability to make changes.
Payment Administrator
Payment Administrators have the ability to access bank accounts, create payment files, import bank statements for reconciliation, and mark invoices as paid within Envoice. Similar to the Auditor role, they have viewing and exporting rights for all existing documents in the company account.
Additionally, Payment Administrators can connect bank accounts to Bank Connect add-ons, enhancing their capabilities for financial management within the system.