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User Role - Reconcile without access to approve invoices

Being able to customize each user role is quite important as every person in every company does something different. Giving them access to systems they shouldn't have because the User Role they need to do their job allows them access to these other areas is a security risk in general.

Putting in Custom Roles will also allow companies to adjust the Users to their Company Policies for controls.

This is the main reason I am posting this, as we are soon bringing on a new junior accountant where I will need to give them "approval" rights for Invoicing and a few other things in order to perform bank reconciliations. This is going to end with a lot of "Approved" invoices skipping over the controller which is offside from the controls and I cannot find a way around this.

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Adrian Hodgson shared this idea  ·   ·  Report…  ·  Admin →
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submitted  ·  AdminKelly Munro (Community Manager, Xero) responded  · 

Appreciate the idea here - Being transparent, developing granular permissions or roles for every feature and action throughout Xero is not in our plans. 


Understanding more of the permission sets majority of users need, will help understand where the biggest impact could be made. 

I've slightly adjusted the title to suit the needs of the role you mentioned. We'll get a sense of others that'd like this too. 

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  • Eileen Cotton commented  ·   ·  Report

    This is CRITICAL and I'm not sure why Xero doesn't want to acknowledge that parameters need to exist. Not every that works in Xero should be privvy to all the financial data.

  • Sue Danner commented  ·   ·  Report

    Absolutely critical to have a greater level of granularity. Being restricted in choice means the burden is on me to ensure this is managed. That's a highly inefficient use of my time for a task that is able to be automated. I note that this is available across other types of products, so it's shown that it can be done.

    That Xero hasn't considered this is very surprising. It is a standard process for mapping the customer journey ... understanding the clients challenges and removing pain points.

    Also - editing the title is not in line with a community forum ... the issue needs to be expressed in a way that is valuable / important for the customer.

  • Steve Ziara commented  ·   ·  Report

    Kelly, sorry to say this but your comment is very discouraging. Will you at least add some user access roles in the near future?

  • Jillian Shedden commented  ·   ·  Report

    This request keeps coming up in different guises, see 'User Permissions - Access to reconcile without viewing balances' & many, many threads in the Payroll section.
    Kelly or any Xero Admins, are you going to give us any indication if user permissions are going to have any more options? This is now limiting my business as there are tasks I should have my team doing, such as weekly payroll without seeing monthly payroll, but there is no option at all for payroll, it's either Yes or No to payroll.
    Some feedback would be appreciated as to whether this is going to be looked at by Xero. Payroll in particular.

  • Adrian Hodgson commented  ·   ·  Report

    I don't think the new title is representative of the idea. It's confusing and doesn't even make sense to me.

    Custom roles are one of those needed items as an enterprise grows, otherwise that enterprise needs to go to a different system.

  • Melanie Birch commented  ·   ·  Report

    I fully agree that we need a picklist of permissions to avoid giving too many to one user just because they have to do that one thing.

    Following on from @Joanne Boardman, currently, any user with "Invoice only" setting has no way of viewing the quote AND invoice history for a customer. They can see all quotes OR all invoices (searching the business menu). Or they can see <outstanding> quotes AND invoices from the Contact page.

    Only "Standard" users with bank account access can see all quotes and invoices in the "Money in over last 12 months" area of the contact page.

    This is all the more ridiculous given that the information hidden from "Invoice only" users is fully available to them via other menu options, just not in a convenient 1-tab view.

  • Joanne Boardman commented  ·   ·  Report

    There should be a “standard role” that doesn’t include bank account access but has the other functions.

  • Rosanna Iannone commented  ·   ·  Report

    Agreed we would like to be able to segregate duties by having one user approve an invoice and another user making the payment run. Currently this is not possible.