How to invite and manage users
Description

You can invite employees to Sage Accounting and assign them roles that define their access. For example, sales staff can create quotes and invoices, while bookkeepers can access all financial data.

Sending invitations

  • There’s no limit to the number of invitations you can send
  • There’s no additional cost to add users
  • Multiple users can work simultaneously without affecting program performance
  • Only the business owner can invite users
    • The business owner is the person who signed up for and has full access to Accounting

Cause
Resolution

To invite a new user

  1. Click Settings, Business settings, User management.

  2. Click Invite User.

  3. Enter the user's email address.

  4. To grant full access, select the System Manager checkbox.

  5. Choose a role from the Role list:

    Full Access The user has access to all options.
    Read Only The user can view data but not enter or change any details.
    Restricted Access The user can 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 The user can’t access any features.
    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.

    With Full Access, you can:

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

     

  6. To customize access, click Advanced Permissions and set access levels per feature.

  7. Click Save. The system sends an activation email.

  8. After signing in, the user creates a password and selects security questions.

  9. A checkmark appears in the Activated column once the user activates their account.

To edit an existing user

  1. Click Settings, Business settings, User management.
  2. In the Customize section, click User Management.
  3. Select the user to edit.
  4. Adjust 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
  • To record a payment on an invoice, the user must have either Restricted access or Full access to Banking
  • Users with No access or Read-only access to Contacts can select a contact when creating an invoice or credit note
    • They can manually override the address but doing so doesn’t change the contact's saved address
  • Users can select products or services for an invoice or credit note, but they can’t create new records from the invoice

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
  • To record payments, users need Restricted or Full Access to Banking
  • Users with limited Contacts access can select but not update contact details
  • Users can select products/services but can’t create new records

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
  • Can’t delete 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 transaction visibility.
  • Limited Contacts access allows selection but not viewing of contact records.

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

To view:

  • To view Management Reports, users need Read Only or Full Access
  • To view Customer Reports, users need access to Sales
  • To view Vendor Reports, users need access to Expenses

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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