Overview

User permissions grant users access to a set of features.
  • Only administrators can access these settings.
  • This can only be done from the web, not the mobile app.


TABLE OF CONTENTS

User Permission Levels (Company-Level Settings)

User permissions determine what actions team members can perform in your account. There are three permission levels: Standard, Advanced, and Administrator.

Standard Access


Users with Standard permissions can perform basic purchasing and project management tasks.


Purchasing

  • Create and manage orders and purchase orders (POs)
  • Edit order names
  • Cancel orders and POs
  • Create and issue change orders
  • Receive POs


Suppliers

  • View the company supplier list and contacts
  • Add suppliers and supplier contacts


Reports

  • Export reports:
    • Purchase Orders (PO CSV)
    • PO Items (CSV)
    • Quote Items (CSV)

Projects

  • Join or leave projects
  • View all orders within a project
  • Create and edit Bills of Material (BOMs)
  • Leave internal comments (where enabled)


Notifications

  • Subscribe to their own project spend notifications


Optional Features (If Enabled)

  • Accounting PO Exports: Download export files
  • Expenses: Create and edit their own expenses
  • Inventory: View inventory items
  • Invoices: View the invoice homepage
  • Requisitions: Create and edit their own requisitions

Advanced Access

  • Users with Advanced permissions have all Standard permissions plus additional capabilities.


Purchasing

  • Have the Create PO feature enabled


Optional Features (If Enabled)

  • Inventory:
    • Create transfer orders
    • Modify inventory items
  • Invoices:
    • Upload invoice documents
    • Create invoice approvals

Administrator Access

  • Administrators have full access, including all Standard and Advanced permissions. They can manage company settings, users, and financial access.


User Management

  • Assign and edit user permission levels
  • Add, edit, and deactivate users
  • Assign and edit user purchasing roles


Company Settings

  • General Settings:
    • Change company address and logo
  • Purchase Order Settings:
    • Add and edit terms and conditions
    • Update AP contact and billing reference text
    • Enable or disable approval history visibility on PO PDFs
    • Manage accounting and distribution lists
    • Modify purchase order roles and purchasing limits
    • Add and edit company-wide delivery locations
    • Add and edit cost codes (if enabled)

Project Management

  • Create and archive projects
  • Edit project details:
    • Project number (if not integrated)
    • Address
    • Billing entity
  • Add and remove cost codes
  • Add or remove users from projects
  • Manage spend notifications for all users
  • Enable or disable approval permissions for other users (if applicable to):
    • Invoices
    • Expenses
    • Requisitions


Financial Access

  • View all expenses, invoices, and orders
  • Edit any unapproved expenses and invoices

How to Manage User Permissions

  • Admins can change user permissions at both the company level and the project level.


Change a User’s Company Level Permissions

  • Only administrators can change a user’s permission level.


To change permissions:

  1. Go to the Permissions page.
  2. Select the user you want to update.
  3. From the Permission Level dropdown, choose one of the following options:
    • Standard
    • Advanced
    • Administrator
  4. The new permission level takes effect immediately.

  



Change a User’s Project Level Permissions

  • Project-level permissions control what a user can do within individual projects.
  • Admins can enable or disable these toggles for each team member.


Available Toggles


Invoice Approver

  • Grants the ability to review and approve invoices submitted to the project.


Expense Approver

  • Grants the ability to review and approve expenses within the project.


Requisition Approver

  • Grants the ability to approve requisition requests before they are sent to a buyer.


Buyer Role


The Buyer role is part of the requisition process.


When the Buyer toggle is enabled for a user:

  • Only their name(s) appear in the Buyer dropdown on requisitions.
  • They are responsible for purchasing approved items.




Notes:

  • Permission toggles are managed per project.
  • A user’s toggles can differ between projects.
  • Turning a toggle off removes that user’s approval for that specific project.





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