Who can do what in Finance
What owners, admins, members and viewers can each do in finance, and which steps need an owner or admin to sign off.
Company Finance is available to workspace owners and admins. The database enforces this boundary for reads and writes, including direct API calls and AI tools.
Who can do this
Your role is set by an owner or admin on Team, under Organisation in your account. The roles in finance are:
- Owner and admin: can do everything, including the steps that need a sign-off below.
- Member: cannot open company Finance, read its records or change its documents. Managing an HR team does not grant Finance access.
- Viewer: cannot access company Finance records or exports.
The demo workspace is read-only for everyone.
What needs an owner or admin
These steps remain subject to their existing sign-off rules. Finance access does not remove validation, company boundaries or approval requirements.
- Posting a supplier bill, and voiding a bill or a payment.
- Sales documents follow the same owner or admin sign-off.
- Paying now, or marking a scheduled payment or voucher as paid.
- Issuing and voiding supplier credit notes, and applying their credit to a bill.
- Approving, rejecting or sending back expenses, approving or rejecting payment vouchers and purchase orders, and closing a purchase order.
- Recording and voiding transfers between accounts, and setting an opening balance.
- Adding or changing expense and income categories.
- The chart of accounts, manual journals, contra entries and FX revaluations.
- Accounting settings (the financial year, the books lock and document numbering) and SST settings.
When an owner or admin saves a new expense, or a new payment voucher for an expense category, it is approved at once.
Staff HR expenses
Staff still submit their own work expenses through HR → Financial Claims. Their manager can decide claims for direct reports under the HR reporting-line rules. Those permissions do not open the company's invoices, bank accounts, reports or Finance receipts.
An admin cannot approve a purchase order they raised or submitted themselves; an owner can. The demo workspace remains read-only.