{"schema":"exacc.help.page/1","url":"https://exacc.au/help/user-roles/","title":"User roles and what each one allows","description":"What administrators and each Exacc role can do, which role you need for common jobs, and how an administrator adds a role to a user.","category":"Start & Users","summary":"An **administrator** can do everything in a business file that its subscription includes. Everyone else can do only what their **roles** allow. Roles add up, and only an administrator can change them: open **Manage › Users › Users**, click the person, and use their **Permissions** tab.","lastVerified":"2026-10-31","apps":["app"],"processIds":["manage_users"],"start":{"label":"Open Users and Employees","url":"https://app.exacc.au/{dbId}/users-list"},"menuPath":["Manage","Users","Users"],"before":["You must be an administrator of the business file to change roles."],"steps":[{"step":1,"title":"Open the person","body":["Open **Manage › Users › Users** and click the person's name."],"url":"https://app.exacc.au/{dbId}/users-list"},{"step":2,"title":"Choose their roles","body":["On the **Permissions** tab, switch on each role they need. Roles add up, so a person has everything from all their roles together. The ⓘ next to a role describes it.","To match someone else, use **Copy permissions from another User**."]},{"step":3,"title":"Link contacts, if the role needs it","body":["**Customer Own**, **Supplier Own** and **Tax Clerk Limited** work only for particular contacts. Pick those under **Linked Contacts** and click **Save**."]},{"step":4,"title":"Save","body":["Click **Save All Changes**. The change is recorded against the person."]}],"sections":[{"heading":"Administrators and the owner","id":"administrators","body":["An administrator needs no roles: they can do everything the business file's subscription includes. Only an administrator can change another person's roles, linked contacts or administrator status. The owner of the business file is always an administrator.","Being **Allowed to invite new users** is separate from roles. It lets a person invite others, but not change anyone's roles."]},{"heading":"Which role do I need?","id":"common-jobs","body":["The roles that allow the most common jobs:"],"list":["**Create, save or finalise invoices and quotes, including drafts:** Invoicing Manager.","**Create, save or finalise bills, including drafts:** Bills Manager or Invoicing Manager.","**Pay bills:** Accounts Payable, Accountant or Bills Manager.","**Edit contacts:** Invoicing Manager, Bills Manager or Compliance Manager.","**Finalise bank transactions:** Accountant, Invoicing Clerk, Invoicing Manager, Bills Clerk, Bills Manager or Payroll Manager.","**Finalise journals:** Accountant.","**Finalise a pay event:** Payroll Manager.","**Lodge STP and super:** Payroll Manager or Compliance Manager.","**Lodge the business's own BAS:** Compliance Manager.","**Lodge for clients (tax and BAS agents):** Tax Manager.","**Manage a trust account:** Tax Manager."],"after":["For anything else, look up the name shown in the message: see [Fix a \"You don't have permissions\" message](https://exacc.au/help/permission-refused/)."]},{"heading":"Accounting roles","body":[],"list":["**Accounts Receivable:** save bank transactions and journals as drafts, process bank feeds, import transactions, and manage customer payments and receivables. It can view invoices but not save them.","**Accounts Payable:** save bank transactions and journals as drafts, process bank feeds, and pay bills. It can view bills but not save them.","**Accountant:** finalise bank transactions and journals, manage the chart of accounts and assets, see accounting reports, and pay bills. It can view contacts, invoices and bills but not edit or save them."]},{"heading":"Invoicing roles","body":[],"list":["**Customer Own:** for linked customers only, view their details, invoices and quotes. It cannot save an invoice.","**Invoicing Clerk:** view all customers, invoices and quotes, and finalise bank transactions. It cannot save an invoice.","**Invoicing Manager:** manage invoices, quotes, recurring invoices, customer payments, contacts and invoice settings. It can also finalise bills."]},{"heading":"Billing roles","body":[],"list":["**Supplier Own:** for linked suppliers only, view their details and bills. It cannot save a bill.","**Bills Clerk:** view all suppliers and bills, and finalise bank transactions. It cannot save a bill.","**Bills Manager:** manage bills, bill payments, contacts, stock and TPAR, and see purchase reports."]},{"heading":"Compliance roles","body":[],"list":["**Compliance Manager:** lodge the business's BAS, STP and super, and manage contacts, employees, users and TPAR.","**Settings Admin:** manage the chart of accounts, business details, departments and sites, and invoice, bill and payroll settings.","**Auditor:** see reports and most records. It is meant for review, so give it to people who should look rather than change.","**Trust Account Auditor:** view the trust account and its supporting records."]},{"heading":"Payroll and team roles","body":[],"list":["**Payroll Clerk:** view employees, prepare pay events as drafts, manage super and timesheets.","**Payroll Manager:** manage employees, payroll settings, leave and timesheets, finalise pay events, and lodge STP and super.","**Site Manager:** manage the employees, leave and timesheets of people in sites and departments they manage.","**Human Resources Manager:** manage employees, users, leave and timesheets for everyone.","**Timesheet Manager:** manage everyone's timesheets."]},{"heading":"General roles","body":[],"list":["**Own Records:** enter their own timesheets and log book, and see their own projects.","**Can Add Bank Feeds:** link accounts for bank feeds.","**Banking Approver:** see banking reports."]},{"heading":"Practice roles (tax and BAS agents)","body":[],"list":["**Tax Clerk Limited:** for linked contacts only, view and prepare tax documents.","**Tax Clerk:** view and prepare tax documents for all clients, and view the trust account.","**Tax Manager:** everything a Tax Clerk does, plus lodge and manage the trust account."]},{"heading":"Project roles","body":[],"list":["**Project Team Manager:** manage the projects and tasks assigned to them.","**Project Manager:** manage all projects and tasks."]}],"faqs":[{"q":"Can an administrator be refused something?","a":"Yes, if the business file's subscription does not include that part of Exacc. No role changes that. See [Fix a \"You don't have permissions\" message](https://exacc.au/help/permission-refused/)."},{"q":"Can Exacc support change someone's roles?","a":"No. Roles are the business's own decision, so an administrator of the file makes the change."}],"related":["https://exacc.au/help/permission-refused/","https://exacc.au/help/invite-user/","https://exacc.au/help/create-internal-user/","https://exacc.au/help/manage-subscriber-account/"],"linkNote":"Links containing {dbId} open that screen in the business file whose id is dbId. A person can also open this help page with ?db=<dbId> to get the same links as buttons."}