Solution Properties
Solution ID:
240304191553827
Last Modified Date:
Wed Mar 04 21:57:00 UTC 2026
Taxonomy Path:
Case category//How do I...//processing
Author:
sageadmin
How to invite and manage users
Description

Invite employees to Sage Accounting and assign them roles that define their access. Sales staff can create quotes and invoices, while bookkeepers can access all financial data.

Sending invitations

  • Send unlimited user invitations
  • Add users at no extra cost
  • Multiple users work simultaneously without performance issues
  • Only the business owner sends invitations
    • The business owner is the person who signed up for and has full access to Accounting

Cause
Resolution

▼Invite a new user

  1. Go to Settings, Business settings, User management.
  2. Select Invite User.
  3. Enter the user’s email address.
  4. Select the System Manager checkbox to grant full access.
  5. Choose a role from the Role list.

Role types

Full Access
Access to all features.
Read Only
View data without changes.
Restricted Access
Enter quotes, invoices, credit notes, payments, and receipts. By default, a restricted user can’t edit, delete, or void transactions and can’t access the Adjustments or Settings areas.
No Access
No feature access.
Custom This appears automatically if you select varying access levels for different features. For example, you can grant a user full access to Sales but no access to Banking.

 

Full Access permissions

  • Change business and financial settings
  • Enter journals and corrections
  • Reconcile bank accounts
  • View management reports
  • Access bank records
  • View bank balances

Custom access

  1. Click Advanced Permissions.
  2. Set access levels per feature.
  3. Click Save.
  4. The system sends an activation email.
  5. After signing in, the user creates a password and selects security questions.
  6. A checkmark appears in the Activated column after the user activates their account.

▼Edit an existing user

  1. Go to Settings, Business settings, User management.
  2. In the Customize section, select User Management.
  3. Select the user.
  4. Adjust the permissions and click Save.

Advanced Permissions

Sales

Read only View entries only.
Restricted access Enter invoices and credit notes; edit or delete drafts only.
Full access Same as Restricted, plus edit or void invoices and credit notes.
Restrictions
  • Recording payments requires Restricted or Full access in Banking
  • Users with limited Contacts access select contacts but don’t update them
  • Users select products or services but don’t create new records

Expenses

Read only The user can view but can’t edit entries.
Restricted access The user can:
  • Enter but can’t void invoices and credit notes.
  • Edit or delete only draft invoices.
Full access The user has the same permissions as Restricted access and the user can edit or void invoices and credit notes.
Restrictions
  • Users must have Restricted or Full access to Banking to record payments
  • Users with limited Contacts access select contacts but don’t update them
  • Users can select products or services but can’t create new ones

Contacts

Read only View contact details.
Restricted access Add or edit contact details.
Full access Same as Restricted, plus send statements and delete contacts.

 NOTE: Regardless of role or permission settings, you can’t delete a contact who has transactions. 

Restrictions
  • The system prevents deleting contacts with transactions
  • Users with no access to Sales, Expenses, or Banking can view activity but not transaction details

Products and Services

Read only The user can view:
  • All (stock and non-stock type) product records
  • All service records
  • The Category list
  • Existing stock adjustments
Restricted access The user can:
  • Enter and edit all (stock and non-stock type) product records, but can’t delete them or edit prices
  • Enter and edit all service records, but can’t delete them or edit prices
  • Enter, edit, and delete categories
  • Create new stock adjustments
Full access The user can:
  • Enter, edit, and delete all (stock and non-stock type) product records
  • Enter, edit, and delete all service records
  • Edit prices
  • Enter, edit, and delete categories
  • Create and edit stock adjustments
Restrictions

Access to other areas doesn’t affect this section.

Bank

Read only View entries only.
Restricted access Enter payments, receipts, and transfers.
Full access The user can:
  • Enter payments, receipts, and bank transfers
  • Reconcile bank accounts
  • Pay into the bank from the cash account
  • Access bank records
  • View bank account balances
Restrictions

If users can’t access:

  • Limited access to Sales, Expenses, or Adjustments restricts visibility
  • Limited Contacts access allows selection without viewing details

Adjustments

Read only View journals and corrections.
Restricted access No access.
Full access Full control over journals and corrections.
Restrictions

Access levels to other areas have no effect.

Reporting

Read only View all reports.
Restricted access View customer/vendor reports based on access.
Full access View all reports.
Restrictions
  • Users need Read only or Full access for Management Reports
  • Users need access to Sales for Customer Reports
  • Users need access to Expenses for Vendor Reports

Settings

Read only View all settings except User Settings.
Restricted access No access.
Full access

System Managers can modify all settings except Service and Billing; others can only edit User Settings.
Restrictions

Only the business owner can edit all settings.

 

 

 

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