Manage custom user roles
One of the ways BILL adapts to your unique business processes is by enabling the creation of custom user roles. Through Custom User Roles, the access to virtually every item or workflow process in the BILL system, in any combination, can be enabled or prohibited for that role.
Jump to:
Create a custom role
- Select Settings
- We're currently rolling out a fresh new look for our Settings page, so you may see one of 2 designs. Please follow the steps that match what your Settings page looks like.
Select Roles under Permissions if your Settings page looks like this:
Select Roles under Roles & Permissions if your Settings page looks like this:
- To use an existing role as a base (for example, if you want a role very similar to Approver, but can also edit bills), select that role, hover your cursor over Details and select Clone
- To create a role from scratch, select New
- Enter a unique role name
- Ideally, the name of the new role should be descriptive
- Type in a short description of this role
- The description isn't required, but it's recommended to help limit confusion
- Assign permissions to this new role by checking the boxes of the permissions you are granting
- Select Save
Once completed, the page refreshes to the Roles page, and you'll see the new role at the bottom of the list.
Edit a custom role
- Select Settings
- We're currently rolling out a fresh new look for our Settings page, so you may see one of 2 designs. Please follow the steps that match what your Settings page looks like.
Select Roles under Permissions if your Settings page looks like this:
Select Roles under Roles & Permissions if your Settings page looks like this:
- Select the name of the custom role to edit
- Select the edit icon
- Adjust permissions
- Select Save
Permission options
In the table below, you can review all available permissions, and how they affect user access within the site.
| Section | Permission Name | What the user can do |
|---|---|---|
| Manage Bills/ Vendor Credits/ Vendors/ Documents | View Bills/Vendor Credits | View all vendor bills/vendor credits in the BILL account |
| Manage Bills/Vendor Credits | Add/ deactivate/ update all vendor bills/vendor credits in the BILL account | |
| Notify about Denied Bills/Vendor Credits | Get notified in the Todo list, To Do email, and if preference is set, receive instant notification of denied bill/vendor credit | |
| View Vendors | View all vendors in the BILLaccount | |
| Manage Vendors | - Add/ deactivate/ update all vendors in the BILL account - Set up ePayments for vendors - Merge vendors - In To Do summary email, users will get notifications to Confirm Electronic Vendors, and Review Pending ePayment Invitations |
|
| View Documents | View all Vendor and Company Documents in all Folders; Access to Documents tab | |
| Manage Documents | - Update/ Deactivate all Vendor and Company Documents in all Folders; Access to Documents tab - If user has "Use Inbox" permission, then they can also Add new Vendor and Company documents |
|
| Use Inbox | - Process files in Inbox - Access to Inbox tab - In the To Do Summary email, user will be notified of any documents the Received section of the BILL Inbox. User can also choose to get notified as soon as a document is received in the Inbox. |
|
| Approve Bills/ Vendor Credits | Approve Bills/Vendor Credits | - Approve bills/ vendor credits - Add notes while approving - Remove themselves from the approval process (There must be another approver in place) - In the To Do summary email, users will get reminders to approve. User can also choose to get notified as soon as the bill is assigned to them. |
| View Vendor Only for Assigned Bill | Allows user to view the vendor's information related to the assigned bill, while approving, even if they don't have View Vendors permission. | |
| Edit Only Assigned Bill | Allows user to edit the assigned bill while approving even if they don't have Manage Bills permission. | |
| Manage Payments/ Bank Accounts | View Payments | - Access to Payments History, Payment Detail (such as cleared check image) - User can choose to receive alerts when a bill payment is scheduled |
| Record Payments made outside of BILL | - View Pay Bills page, Record bills as paid, Cancel payments - In the To Do Summary email, user will get notified about bills ready to be paid, overdue, and those due in next 7 days |
|
| View Bank Accounts | View bank account info, funds transfer history | |
| Pay approved bills via BILL | - Add bank accounts; once verified, can make BILL payments for approved bills - If user's BILL Payment Status is Verified, then in the To Do Summary email, they'll get notified of any Uncashed Checks that are outstanding for more than 20 days. |
|
| Pay unapproved bills via BILL | - Add bank accounts; once verified, can make BILL payments for unapproved bills | |
| Pay unassigned bills via BILL | Add bank accounts; once verified, can make BILL payments for unassigned bills | |
| View Balance for default bank account | View your default bank balance on the bills list page. Available on accounts that sync with QuickBooks Online, QuickBooks Desktop, or Sage Intacct only | |
| Manage Cash Forecast | View the Cash Forecast Chart and Calendar; add and remove Forecast Transactions, and edit the Opening Balance | |
| Manage Company/ Users | View Company Info | View Company Address and Preferences |
| Manage Company Info | Edit Company Address and Preferences | |
| View Roles | View Roles | |
| Manage Roles | Add/ Update/ Deactivate Roles | |
| View Users | View Users | |
| Manage Users | Add/ Update/ Deactivate Users | |
| View Credit Cards | View Price Plan and Previous Statements | |
| Manage Credit Cards | View current Credit Card on File and add new Credit Card | |
| View Reports | View Reports | |
| Manage Network | Accept network connection requests, send invites, and link organizations with customers / vendors | |
| Accounting | View Accounts | View Chart of Accounts |
| Manage Accounts | Add/ Update/ Deactivate Chart of Accounts | |
| View Items | View all items (which represent products you sell/services you offer) in the BILL account | |
| Manage Items | Add/ Update/ Deactivate Items | |
| View Departments | View Departments | |
| Manage Departments | Add/ Update/ Deactivate Departments | |
| View Locations | View Locations | |
| Manage Locations | Add/ Update/ Deactivate Locations | |
| View Payment Terms | View Payment Terms | |
| Manage Payment Terms | Add/ Update/ Deactivate Payment Terms | |
| View Jobs | View Jobs | |
| Manage Jobs | Add/ Update/ Deactivate Jobs | |
| View Classes | View Classes | |
| Manage Classes | Add/ Update/ Deactivate Classes | |
| Sync with Accounting System | - Allows user to sync vendors, accounts, bills, bill payments etc., even without other BILL permissions - Allows user to import/export vendors, accounts, bills, bill payments etc., if the user has corresponding permission for the object |
|
| Receivables | View Customers | View all customers in the BILL account |
| Manage Customers | - Add/ deactivate/ update all customers in the BILL account - Merge customers |
|
| View Invoices | View all customer invoices in the BILL account | |
| Manage Invoices | Add/ deactivate/ update all customer invoices in the BILL account | |
| View Invoice Templates | View all invoice templates in the BILL account | |
| Manage Invoice Templates | Add/ deactivate/ update all invoice templates in the BILL account |
Things to know
- Custom user roles aren't available on all price plans
- Permissions on custom roles can be edited
- Custom roles cannot be inactivated/deleted
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Getting Paid by your Customer View all
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