User roles - Quote Only User Role with Restricted Inventory Access
Proposed Feature: Quote Only User Role with Restricted Inventory Access
Introduce a Quote Only user role in Xero that allows a user to create, edit, send and approve quotes while restricting access to all other parts of the system. The user should only see the quotes they created themselves and nothing else.
The Quote Only user should be able to create quotes, edit their own quotes, send quotes to customers, and view inventory items with read only access. Inventory visibility should include item descriptions, prices, tax settings, and available stock quantities, but the user should not be able to modify any inventory data.
Once a quote is approved, the user should be able to generate an invoice draft for approval. They should not be able to issue or view final invoices or access any financial information beyond their own quotes.
The Quote Only user role must not allow access to customer records, invoices, bills, reports, bank accounts, purchases, organisation settings, or quotes created by other users. It must not allow editing of customer details or modifying of inventory items.
The problem with the current permission system is that users who need to work only with quotes must be granted broader access such as invoice permissions or contact editing rights. This exposes sensitive financial information and creates risks for businesses.
A dedicated Quote Only role would allow organisations to delegate quoting tasks safely while maintaining strict control over financial data. This would improve workflow efficiency, support sales teams and external agents, and reduce the risk of unintended data access or modifications.
Matthew James Mifsud
shared this idea
Hi Matthew, thanks for sharing your idea, and letting us know the changes that matter most for you.
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Lou Clarkson
commented
We have guys out on site who need to be able to raise a quote for a client while they are on site for parts or additional works for their call out but we don't want those engineers to have access to see all of the sales invoices for the larger projects and we don't want them to have to wait until someone in the office approves it whilst they are waiting on site for it to be done.
I'd like a there to be a way that we can set permissions for certain users to be able to create and send quotes to clients but without having the option to view all sales invoices and details. I'd like them to be able to have access to see their own quotes only.