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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. You can set your team members up as either an Admin, Employee or Contractor. Each role has a fixed set of permissions, which are explained below:

       

      Overview of Permissions

      Role Type of Access They Can They Can't
      Admin Uses your business' account
      • See Dashboard and financial reports
      • See, create and edit all Invoices, Retainers, Other Income, Estimates/Proposals, Projects
      • Manage Clients and your team
      • 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’t cancel your FreshBooks account
      • Can’t manage Add-ons or Integrations
      Manager  Uses your business' account
      • See, create and edit all Invoices, Retainers, Other Income, Estimates/Proposals, Projects
      • 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 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 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 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 menu as an Admin user.
      • Settings
        • Company Profile
        • Item & Services
        • Bank Connections
        • Billing & Upgrade
      • Dashboard
      • Clients
      • Invoices (Retainers, Other Income)
      • 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, Other Income)
      • Expenses
      • 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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