Invoicing user rights
Invoicing rights control who can see client commercials, who can raise and approve invoices, and who can change the client records those invoices are built from. Invoice data is commercially sensitive in a way most HR data is not — it shows your rates and your margin.
Where: Invoices › Rights You need: the user rights permission
The rights
| Right | Allows |
|---|---|
| Invoice profile manager | Managing which profiles are invoiced, and their picking and skipping rules |
| Invoicing clients settings | Creating and editing client records |
| User rights | Granting invoicing rights to others |
Alongside these, each client's template names the people who actually handle its invoices:
| Role | Does |
|---|---|
| Verifier | Checks the invoice is correct |
| Approver | Agrees it can be issued |
| AR specialist | Chases payment |
| Account manager | Owns the commercial relationship |
The separation that matters
Verifier and approver should be different people, and both should be different from whoever manages the picking rules. The person who decides who gets billed should not also be the only person checking the resulting invoice — that combination means nobody independently confirms that what you billed matches who you placed.
⚠️ Invoice profile manager is more powerful than it sounds. Someone who can add and remove picking rules can change what a client is billed, silently and without touching an invoice. A skipping rule with a plausible reason removes revenue and looks like ordinary configuration. Restrict it and review the rules periodically.
Commercial sensitivity
Invoices expose your rates and margin, especially on cost-plus billing where your costs are itemised. That is a narrower audience than payroll — a payroll administrator does not automatically need to see what you charge for the people they pay.
Grant invoicing access by commercial need, not by seniority.
How to grant rights
- Open Invoices › Rights.
- Select the person and grant what their role requires.
- Set the verifier, approver, AR specialist and account manager on the relevant client templates.
- Save, and have them confirm what they can see.
What Happens Next
- Rights apply immediately; the person may need to reload.
- Changing verifiers or approvers resets any in-flight invoice's review — see Reviewing, approving and issuing.
- Removing a right does not alter invoices already issued.
Tips
- Change reviewer roles between periods, not mid-invoice, so you do not reset a review that is nearly finished.
- Name an AR specialist on every client template. Unowned receivables age quietly.
- Review who holds invoice profile manager regularly — it is the right that can change billing without an audit-obvious action.
- Do not grant invoicing access as a convenience to people who only need payroll. The commercial exposure is different.
- Check rights when someone moves team. Access to a client's commercials should follow the relationship, not the person's history.
Troubleshooting / FAQ
Q: Someone cannot see a client's invoices. Their invoicing rights do not cover it.
Q: An invoice reset itself and needs reviewing again. Its verifier or approver changed.
Q: Who should hold the clients setting right? Whoever owns client onboarding — it controls the legal and tax details on the invoice document.
Q: Can a manager approve invoices for their own clients? Technically yes; combining commercial ownership with approval removes the check. Prefer separating them.