XU Magazine - Issue 07

Right role for the right user


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.

Read the rest of this article:

Subscribe to the print/digital edition for FREE

Share this article:

Your thoughts? We want to hear from you!


About the author

Jeri Murphy, WhichAddon.com

Jeri Murphy is the co-founder of WhichAddon.com and regularly interviews founders, experts and influential people in the Xero ecosystem with one purpose: to educate Xero advisors and business users on how to find the right Add-on and successfully implement these systems that generate business success through operational efficiency. Jeri is a qualified accountant and has been training to an expert level on Xero and numerous Add-ons for over 6 years.