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      What permissions can I assign to my team member?

       

      FreshBooks makes it easy to collaborate with your team members and improve your productivity. As a Business Owner, you have full access to your account and all options, but you can also set your team members up as either an Admin, Employee, Contractor or Accountant. Upgrade your account to add Team Members at an extra cost (Accountants are free with the Accounting functionality on Plus and Premium plans).

      Each role has a fixed set of permissions (Business Owners always have a full set of permissions), which are explained below:

       

      Overview of Permissions

      Role Type of Access They Can They Can't
      Business Owner As the creator of the business' account, you have full access
      • Full access to everything inside the account, including the ability to cancel the account
      • Create or edit custom Accounts in the Chart of Accounts
      • Add Journal Entries
      Admin
      Uses your business' account
      • See Dashboard and financial reports (including Accounting)
      • See, create and edit all Invoices, Retainers, Estimates/Proposals, Projects
      • Manage Clients and your team
      • Manage Payments, Other Income and Checkout Links
      • Track time and expenses, review and edit time tracked by the rest of the team
      • Manage account settings and Bank Connections
      • Pay Invoices with Charge Card by Advanced Payments
      • Can add Add-ons or for themselves
      • Can't set up Online Payments
      • Can’t cancel your FreshBooks account
      Manager  Uses your business' account
      • See, create and edit all Invoices, Retainers, Estimates/Proposals, Projects
      • Manage Other Income
      • Manage Clients
      • Track time, and review time tracked by the rest of the team
      • Create and view only their own expenses
      • View non-financial reports (Accounts Aging, Time Entry Details and Retainer Summary Report)
      • Pay Invoices with Charge Card by Advanced Payments
       
      • Can’t view financial reports, Invoice Payments and Checkout Links in the Payments section or the Dashboard
      • Can’t modify accepted payment methods (credit card details) or Bank Connections
      • Can’t manage Add-ons or Integrations
       Employee Uses your business' account  
      • Track their own time and expenses
       
      • Can’t create or send Invoices, Retainers, Estimates or Proposals to Clients
      • Can’t view Reports, the Payment section or financial information for your business
       Contractor Has their own separate account   
      • Track time towards projects assigned by you
      • Send you invoices from their own account
       
      • Can’t view any information from your business, other than the projects you invite them to
      Accountant  Uses your business' account  
      • See accounting reports like General Ledger, Balance Sheet and Profit and Loss
      • Add Journal Entries
      • Manage Chart of Accounts
      • View Invoices
      • Add, edit and delete Invoice payments
      • Create and edit Other Income
      • Create and edit all Expenses
       
      • Can't upload CSV files for Expenses
      • Can’t manage Clients
      • Can't see Payments section
      • Can’t track time or view Projects
      • Can’t send Invoices or Estimates


      Note:
       You can find steps to invite Admins, Managers, Employees, Contractors and Accountants here.

       

      Admin

      When an Admin logs into your account, they have access to the following:

      Navigation view as an Admin.
      • Settings
        • Company Profile
        • Item & Services
        • Apps & Integrations
        • Bank Connections
        • Billing & Upgrade
      • Dashboard
      • Clients
      • Invoices
        • Retainers
      • Payments
        • Checkout Links
      • Expenses
      • Estimates
      • Time Tracking
      • Projects
      • My Team
      • Reports
      • Accounting (Chart of Accounts)
      • Add-ons

       

      Manager

      When a Manager logs into your account, they have access to the following: 

      Navigation menu as a Manager.
      • Settings
        • Item & Services
      • Clients
      • Invoices
        • Retainers
      • Payments (Other Income and Checkout Link Payments)
      • Expenses (only their own)
      • Estimates
      • Time Tracking
      • Projects
      • Reports


      Employee

      When a Employee logs into your account, they have access to the following: 

      Navigation menu as an Employee.
      • Time Tracking (only their own)
      • Projects
      • Expenses (only their own)

       

      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 can see any Projects you've invited them to

       

      Accountant

      When an Accountant logs into your account, they have access to the following:

      Navigation menu as an accountant.
      • Dashboard
      • Invoices (Other Income)
      • Expenses
      • Reports
      • Accounting (Chart of Accounts)


      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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