When you start using Xero for the bigger ‘small to medium businesses’, Xero user roles and their permission levels leave much to be desired.
Example User 1: Staff Member Adding Their Own Expense Claims
Staff members can upload their own expense claims into Xero, so your accounts staff don’t have to do it. These users need to have ‘Invoice Only’ user roles to be able to add expense claims, but not have access to bank accounts, reports and other key financial information.
Invoice Only users with the Draft Only setting have access to ‘Draft Sales and Purchases’. You can’t have a user that has access to expense claims without having access to ‘Draft Sales or Purchases’. Don’t create ‘Draft Sales Invoices’ or ‘Bills’ unless you want staff with expense claims to have access to these.
‘Invoice Only’ users with the ‘Draft Only’ setting or ‘Sales Only’ setting can add and view their own expense claims, but they can’t view or edit others. ‘Invoice Only’ users that have access to ‘Approve and Pay’ or ‘Purchases Only’ can view, edit and delete others expense claims, so be aware of this when you have staff at this access level.
Tip 1: Reviewing What Users Do
There is a ‘History & Notes’ at the bottom of most transactions, check out the bottom of an invoice, bill, expense claim and you will see the ‘History & Notes’ section.