Balancivo · Settings and security
Choose what each bookkeeper can do
Turn on or off what a bookkeeper may do beyond the basics, such as posting journal entries, voiding checks or deleting transactions.
Who can do this: Owners.
Read the transcript
Every bookkeeper can import statements, categorize transactions, and see every report. Beyond that, you decide. Under each bookkeeper, in Organization and team, you'll find their permissions. Check Post journal entries to let Sam post entries. Without it, Sam saves drafts for you to post. Change learned rules lets them decide what Balancivo remembers about each merchant. Deleting bank transactions is off unless you turn it on. When you invite a new bookkeeper, choose their permissions right on the invitation. You can change them until they join. Balancivo enforces every one of these, not just on the screen.
Every bookkeeper can import statements, categorize transactions and see every report. Beyond that, you decide, one bookkeeper at a time. Each person on your team has their own switches in Settings, under Organization and team, and you can set them before someone even joins.
Steps
- Go to Settings and find Organization and team. Under each bookkeeper you'll see their permissions as checkboxes.
- Check or uncheck a permission. It's saved right away, and Balancivo confirms it at the top of the section.
- Set permissions when you invite someone. Type their email in Invite by email, keep Bookkeeper as the Role, and check what they may do under What this bookkeeper may do (you can change it later). Then click Send invite.
- Change a pending invitation. The invitation's checkboxes say These apply when they accept. Change them any time before the person joins.
What each permission allows
- Post journal entries: post and reverse journal entries. Without it, they save drafts for an owner to post.
- Change learned rules: change what Balancivo remembers about merchants. Without it, a category they pick applies to that transaction only, and Review says "An owner decides what Balancivo remembers."
- Void checks: void a written check the bank hasn't paid yet. Owners are emailed about every void.
- Void invoices and bills: void invoices and bills, and remove a payment recorded against one.
- Delete receipts: delete receipts and their stored files. Without it, they can still add, match and detach receipts.
- Delete bank transactions: delete bank transactions from the books.
Good to know
- A new bookkeeper starts with everything turned off. Turn on only what each person needs.
- Owners can always do everything, so owners don't have these checkboxes.
- Bookkeepers see their own permissions on the same page, as a read-only list.
- Balancivo's database enforces every permission, not just the screens, so a bookkeeper can't get around them.
- Some things stay owner-only no matter what, such as closing months, payroll and inviting people. See Owners and bookkeepers: who can do what.
- To invite someone or change a role, see Invite your team and manage access.
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