As your business expands, so does your team! Invoice Fly's Role-Based Access feature allows you to securely invite team members and assign specific permissions, ensuring everyone has exactly the level of access they need.
🚀 Getting Started
Is your team growing? Need to give employees or partners access to create invoices? Use our Role-Based Access to securely manage who can do what. Here is a quick overview of the four roles:
Role | Core Access | Key Limitation |
Owner | Full Administrative Control | None (Default role for primary user) |
Manager | Full Operational Access (View/Edit All Documents) | Cannot manage (add/remove) team members |
Employee | Access only to documents they create | Cannot view documents created by others |
Accountant | Full Read-Only Access | Cannot edit, create, or delete any data |
🔍 Role Descriptions
When assigning a role, please review the specific permissions below to ensure proper security and workflow management.
Owner
The Owner has full, unrestricted administrative control over the entire Invoice Fly account. Your role remains the same, with the ability to manage all aspects of the business, financial data, and team structure.
Manager
The Manager role is designed for business partners who require full operational access to all data.
Can Access/Edit: Full access to all invoices, estimates, expenses, clients, items, and reports. They can modify these documents at any time.
Can Modify Settings: They can adjust business information, company branding, and payment methods.
Core Limitation: A Manager cannot manage team members (add new users, remove existing users, or change user roles).
Ideal for: Business Partners, Co-Owners, or General Managers.
Employee
The Employee role is for team members who need to be self-sufficient in creating their own documents without seeing the activity of others.
Access: They have full access to the documents they personally create (view, edit, delete).
Shared Data Access: They can view the full client and item lists to properly generate their invoices and estimates.
Core Limitation: They cannot view, edit, or access documents created by others. They also cannot modify any company settings or business information.
Ideal for: Sales Representatives, Project Managers, or Freelance Contractors.
Accountant
The Accountant role is ideal for external reviewers, auditors, or reporting staff who need to view financial information without the ability to make changes.
Access: They have read-only access to everything—all invoices, estimates, expenses, and reports.
Export Data: They can export data for reporting and reconciliation purposes.
Core Limitation: They cannot edit, create, or delete anything in the app, including documents or settings.
Ideal for: External Accountants, Bookkeepers, or Financial Auditors.
⚙️ Permissions in detail
Action | Owner | Manager | Employee | Accountant |
Invite users and change roles | ✅ | ❌ | ❌ | ❌ |
Create new documents* | ✅ | ✅ | ✅ | ❌ |
View and edit documents created by them | ✅ | ✅ | ✅ | ❌ |
View documents created by other team members | ✅ | ✅ | ❌ | ✅ |
Edit documents created by other team members | ✅ | ✅ | ❌ | ❌ |
Modify business information | ✅ | ✅ | ❌ | ❌ |
Set payment methods | ✅ | ✅ | ❌ | ❌ |
Modify other business settings** | ✅ | ✅ | ❌ | ❌ |
Create and edit clients/items | ✅ | ✅ | ✅ | ❌ |
View full client/item list | ✅ | ✅ | ✅ | ✅ |
Delete clients/items | ✅ | ✅ | ❌ | ❌ |
View reports | ✅ | ✅ | ❌*** | ✅ |
Export data | ✅ | ✅ | ❌ | ✅ |
*) “Documents” refers to the combination of: invoices, estimates, expenses and time tracking records.
**) Such as, but not limited to: Terms & Conditions, Currency, Invoices Templates, Payment Reminders...
***) Employees can see reports, but they will only contain data from their own documents.