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      What permissions can I assign to my team member?

       

      Collaborate and work together with others on your business by inviting them into your account as a Team Member. Adding Team Members is a paid add-on that can be added or removed from your subscription anytime with the steps here.

      You can invite your Team Members as an Admin, Employee, Contractor or Accountant (free with Accounting features on Plus and Premium plans), depending on what kind of role you want to give them. You can also customize these roles further with Client Access and Project Manager settings.

       

      If you’re looking for an Accountant that’s FreshBooks certified, reach out to us so we can help you get matched with one of our Accounting Professional Program partners based on your geographical location, industry and your accounting needs.

       

       

      Overview of Permissions

      Different levels of access and permissions are determined by the role you assign your Team Member. Use the symbols to see what sections in the FreshBooks account they have access to, and jump to any role to learn the specific details of what they're able to do.

       

      All roles except Contractors use your business’ account; Contractors get their own separate account where some shared Time Tracking and Project information will be visible in their account.

       

      When you’re ready, use these steps to invite a Team Member. If you delete a Team Member, you'll also need to downgrade your account to remove any empty Team Member seats.

       

      Legend

      • Checkmark symbol (✓) - They can see the section and have full access to it, including the ability to create, edit and delete in that section
      • X symbol (X) - They cannot see that section, therefore they do not have any access to actions inside that section
      • Exclamation point symbol (!) - They can see the section but have limited access inside it - go to the specific team member role for details

       

        Business Owner Admin Manager Employee Accountant Contractor
      Settings ! ! X X X
      Dashboard X X X
      Clients ! X X X
      Invoices X ! X
      Payments ! ! X ! X
      Expenses ! ! ! X
      Estimates X X X
      Time Tracking ! X !
      Projects ! X !
      Reports ! X X
      Accounting ! ! X X X

       

      Role Details

      Business Owner

      A Business Owner is the one who has created the FreshBooks account. The Owner has full access to everything in their account, except for the ability to add and edit custom Accounts in the Chart of Accounts as well as create Journal Entries which only an Accountant can do.

       

      Admin

      When an Admin logs into the business’ account, they can see the below sections. Some limitations apply in specific sections:

      Navigation view as an Admin.
      • Settings
        • Company Profile
        • Item & Services - Can import CSV file of Items
        • Apps & Integrations - Only add or remove their own Integrations
        • Bank Connections
        • Billing & Upgrade - Can’t cancel the FreshBooks account
        • Emails & Templates
      • Dashboard
      • Clients - Can import CSV of Clients, export Clients into CSV, and manage Credits
      • Invoices - Can add and manage payments
        • Retainers
      • Payments - Can’t set up Online Payment options, can’t process Refunds, can add and manage Payments
        • Checkout Links
      • Expenses - Can import CSV file of Expenses
        • Bills
        • Vendors
      • Estimates - Can enable eSignatures on Proposals
      • Time Tracking - Can manage both their and team’s time entries
      • Projects - Can manage Project Settings and see Project Profitability graphs & Team Cost Rates
      • My Team - Can manage Team Members
      • Reports - Can see amounts on Time Entry Details Report 
      • Accounting - Can manage Bank Reconciliation and view Accounting Reports, can’t create custom Accounts in Chart of Accounts, can’t create Journal Entries
        • Chart of Accounts
      • Add-ons - Can use Advanced Payments

       

      Manager

      When a Manager logs into the business’ account, they can see the below sections. Some limitations apply in specific sections:

      Navigation menu as a Manager.
      • Settings
        • Item & Services
      • Clients - Dependent on Client Access, can archive and delete, can import CSV of Clients and export Clients into CSV
      • Invoices - can add and manage Payments to individual and bulk Invoices
        • Retainers
      • Payments - Only manage Other Income tab, can’t see Invoices and Checkout Link Payments
      • Expenses - Only their own Expenses, can import CSV file of Expenses
      • Bills - Only their own Bills
      • Estimates - Can enable eSignatures on Proposals
      • Time Tracking - Can manage both their and team’s time entries
      • Projects
      • Reports - Only the Accounts Aging, Time Entry Details (including Billable Rates only) and Retainer Summary Reports


      Employee

      When an Employee logs into the business’ account, they can see the below sections. Some limitations apply in specific sections:

      Navigation menu as an Employee.

      Clients available to select are dependent on Client Access for the below:

      • Time Tracking - Only their own time entries
      • Projects - Only Projects they’re invited to
      • Expenses - Only their own Expenses, can’t import CSV file of Expenses
        • Bills - Only their own Bills

       

      Accountant

      Invite up to 10 Accountants per business at no extra cost, on Plus and Premium plans. If your Accountant wants to learn more and familiarize themselves with FreshBooks’ accounting features, they can sign up for the Accounting Professionals Program to become a FreshBooks certified partner along with other benefits. If you don’t have an Accountant yet, reach out to us and we can help you get matched with one of our partners based on your geographical location, industry and your accounting needs.


      When an Accountant logs into the business’ account, they can see the below sections. Some limitations apply in specific sections:

      Navigation menu as an accountant.
      • Dashboard
      • Invoices - Only view Invoices and manage Payments to Invoices
      • Payments - Only manage Other Income
      • Expenses - Can’t manage Bank Connections, can’t import CSV file of Expenses
        • Bills
      • Reports
      • Accounting
        • Chart of Accounts - Can create custom Accounts in Chart of Accounts and create Journal Entries

       

      Contractor

      A Contractor has their own separate FreshBooks account, and you can share specific access with them:

      Navigation menu as a Contractor.

      The navigation is the same as any other FreshBooks Business Owner. They also see specific shared information from your account:

      • Time Tracking - Can also track time for any specific Projects they’re invited to
      • Projects - Can also see any Projects they’re invited to

       

      Extra Settings

      Client Access

       

      Client Access is available for certain users and Select plans only.

       

      Client Access allows you to choose which Clients you want your Manager and Employees to have access to. This will restrict how much information they can see based on what Client(s) they have access to.

       

      Settings for My Team

      To change the default Client access for any new Team Member, use the below steps:

      1. In the My Team section, click on the gear icon next to My Team
      2. Click on Client Access
        Settings panel next to My Team header in account.
      3. For when a new team member is invited, choose whether you want them to see all clients or won’t see any clients in their account
      4. Click Save to finish.


      Settings for a Team Member

      Once a Team Member has accepted their invitation, you can click on their name to view the Team Member’s profile and adjust their Client Access, including access to specific Clients with these steps:

      1. In the My Team section, click on the team member that you want to view details for
      2. Under Team Member Settings, click on Client Access
        Team member profile with settings menu with Client Access option highlighted.
      3. Whatever you’ve chosen as the default setting for My Team will apply here, otherwise you can choose between All Clients Visible or Only Specific Clients Visible
      4. Click Done to save the Client Access
      5. If All Clients Visible is chosen, click on the plus + button next to All Clients Visible, Except…
        1. Choose a Client or type in the Client
          A new field to specify client to hide from this team member.
        2. Click on the checkmark button to save and this Client will be hidden from the Team Member
      6. If Only Specific Clients Visible is chosen, click on the plus + button next to Only Specific Clients Visible
        1. Choose a Client or type in the Client
          A new field to specify client to reveal to this team member.
        2. Click on the checkmark button to save and this Client will be visible to the Team Member
      7. Then click on Save to confirm the Team Member profile changes.

       

      Note: You can add up to 500 specific Clients to be hidden or visible to the Team Member. If no specific Clients are added, the Team Member will either see all or none of the Clients in your account.


      Project Manager

      Project Managers are an extra level of access that can be assigned to any existing Team Member (except Contractors) on any project. Once assigned as Project Manager to a specific Project, they’ll be able to:

      • Manage the Project by editing it as needed
      • View Invoices and Expenses associated to the Project
      • Generate Invoices for the Project
      • View all time entries for the Project - both theirs and the team’s

       

      A Project can only have one Project Manager at a time. To assign a Project Manager on your Project, use these steps:

      1. Go to the Projects section
      2. Click on a Project you want to add a Project Manager to
      3. Then click on the Edit button
      4. In the Project Team Members section, click on the + plus button
      5. Hover over the Team Member you want to designate and click on the PM button
        PM button next to team member in list of members on project.
      6. The PM button will display a checkmark next to it to confirm your selection
        PM confirmed button next to team member.
      7. Click on Update Team Members to finish.

       

      FAQs

      Can I switch my team member’s role after they’ve been assigned one?

      Switching is possible between the Admin, Manager and Employee roles only. If you have a team member in one of those three roles, switching them only requires a few steps:

      1. Click on My Team
      2. In the Employees section, click on the member you want to change roles for
      3. An Edit Team Member pop-up will appear, change the role in the dropdown
      4. Click Save to finish, and the team member will receive an email about the role changes.

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