The Invoice Only User Role Explained

You may assign the invoice only user role to someone who needs to create invoices and enter bills but doesn’t require access to bank accounts or reports. 

About the Invoice Only User Role 

With invoice only user role, the user can access the quotes, invoices, bills, purchase orders, and credit notes. This role you may like to assign to accounts payable or accounts receivable administrator because they won’t need access to bank accounts or reports. There are some areas where an invoice only user won’t have access to. It includes, Bank Accounts, Reports, Fixed assets, Manual journals, Find and recode, An organisation’s settings, Pay run, Expenses, Products and services 

The four levels of access for the invoice only user role: 

• Draft Only 
• Sales Only 
• Purchases Only 
• Approve & Pay 

With each level of access, the user gets different permissions when creating, editing, or saving transactions in Clickentry. 

Drafts Only Permission 

A user with the invoice only – draft only permission has access to the dashboard, business menu, and contacts. There are two tiles you can view on the dashboard, one for invoices and the other for the bills. It shows the summary of transactions created and awaiting approval.  

An invoice only – Drafts Only user can do the following: 

• The user can create new or copy invoices, bills, quotes, and purchase orders 
• The user can save the transactions he has entered and then submit them for approval. 

• The user can view history and notes on transactions. 
• He can edit any draft or awaiting approval transactions. 

A user with this permission can only see the list of transactions that the user has created themselves. 

An invoice only – draft only user cannot do the following: 

• They can’t view invoices, bills, quotes, or purchase orders created by others. 
• They won’t be able to create repeating invoices. 
• They won’t be able to approve invoices, bills, quotes, or purchase orders 
• They can’t pay bills or record payment on invoices. 
• They can’t add inventory items. 

• They can’t raise credit notes. 
• They can’t send statements. 
• They can’t view and print PDFs. 
• They won’t be able to send invoices via email or from Clickentry to Clickentry. 
• They can’t void invoices or bills 

• They can’t import invoices or bills 
• They won’t be able to enter expected payment dates. 
• They can’t view or use Smart Lists. 

The users can view the list of all contacts added in the Clickentry organisation. They can even view the contact details, financial details and the history and notes for each contact. They will have access to add or import contacts, edit or archive contacts. 

Approve & Pay Permission 

If a user has Approve & Pay permission, the user gets access to the dashboard, business menu, and contacts. They can see two tiles on their dashboard, one for invoices and other for bills. It shows you the summary of transactions in the draft, awaiting payment and those overdue. 

An invoice only – approve & pay user can do the following: 

• The user can create, copy and approve invoices, bills, credit notes, quotes, and purchase orders. 
• The user can create repeating invoices. 
• The user can add and use untracked inventory items on invoices, bills, quotes, and purchase orders. 

• The user can add and use tracked inventory items on invoices, bills, quotes, and purchase orders. But the right accounts should have been set up for tracked inventory in the organisation’s chart of accounts. 
• The user can print and email invoices, quotes, and purchase orders. 
• The user can view bills, invoices, credit notes, quotes, and purchase orders created by others. 
• The user can pay bills or record payment on invoices, including those created by others. 
• The user can send a remittance advice at the time a payment on a bill is created. 

An invoice only – approve & pay user can’t do the following: 

• The user can’t drill into payment details on an invoice. 
• The user can’t edit, adjust, delete, import or export inventory items. 
• The user can’t Send a remittance advice from the bank accounts screen or for batch payments. 

With approve & pay permission, the user has almost full access to contacts. They can add or edit contacts, import them in bulk, archive contacts and send customer statements. If they have been given the bank account admin permission, they can add and edit bank accounts for contacts. 

Sales Only Permission 

When a user has sales only permission, he will have almost full access to the invoices and quotes only. They won’t have any access to purchases, including bills and purchase orders with this permission. 

A user with the invoice only – sales only user role has access to the dashboard, business menu, and contacts. Their dashboard only shows one tile that displays a summary of invoices entered by all users. It includes draft, awaiting payment and any overdue. 

An invoice only – sales only user can do the following: 

• The user can create and approve invoices, quotes, and customer credit notes. 

• The user can set up repeating invoices. 
• The user can add and use untracked inventory items on invoices and quotes. 
• The user can add and use tracked inventory items on invoices and quotes. But the right accounts should have been set up for tracked inventory in the organisation’s chart of accounts. 
• The user can print and email invoices and quotes. 
• The user can view all the invoices, quotes, and customer credit notes created by others.  

• They can record a payment on invoices including those created by others 

With sales only permission, the user has almost full access to contacts, including the ability to add or edit contacts, view a customer’s contact and financial details, as well as the money in over the last 12 months graph. They can even import or archive contacts and send customer statements. 

Purchases Permission 

If a user has purchases only permission, the user gets almost full access to bills and purchases only. They won’t have access to sales, including customer invoices and quotes. 

With the invoice only – purchases only user role, the user gets access to the dashboard, business menu, and contacts. On their dashboard they can only view one tile, that displays a summary of bills entered by all users, including draft, awaiting payment and any overdue. 

An invoice only – purchases only user can do the following: 

• You can create, copy, edit and approve bills, supplier credit notes and purchase orders.  
• You can set up repeating bills. 

• You can Add untracked inventory items on bills and purchase orders 
• You can add tracked inventory items on bills and purchase orders. But the right accounts should have been set up for tracked inventory in the organisation’s chart of accounts. 
• Even you can view bills, supplier credit notes and purchase orders created by others 
• You can pay bills, including those created by others. 

An invoice only – purchases only user can’t do the following: 

• They can’t drill into payment details on a bill. 
• They can’t edit, adjust, delete, import or export inventory items. 

With purchases only permission, the user has almost full access to contacts, including the ability to add or edit contacts, view a supplier’s contact and financial details, as well as the Money out over the last 12 months graph. The user can even import or archive contacts. If the user has been given the bank account admin permission, they can also add and edit a contact’s bank details.