Add Users & Set Permissions

Why Set Up Users Properly?

Even small businesses benefit from giving the right people the right access — and nothing more. Your accountant doesn't need to see your bank passwords; your sales staff don't need to delete vouchers; your CA needs read-only audit access at year-end.

iAccounting's role-based permission system lets you control all of this in minutes.

User Limits by Plan

Built-In Roles

iAccounting ships with these standard roles. Pick the closest match, then customise if needed.

How to Add a New User

1. Go to Setup → Users & Roles.
2. Click "+ Invite User".
3. Enter their email address.
4. Pick a role from the dropdown (or click "Custom Role" to fine-tune).
5. If you have multiple companies, tick which ones this user can access.
6. Click "Send Invite".

The invitee receives an email with a sign-up link. They create their own password (you never see it). Once they confirm, they appear in your team list.

Creating Custom Roles

Need something between Accountant and Read-Only? Build a custom role:

1. Setup → Users & Roles → "Manage Roles".
2. Click "+ New Role".
3. Name it (e.g., "Junior Accountant").
4. Tick permissions across these modules:
   • Vouchers — Create / Edit / Delete / View, separately for sales, purchase, journal, receipt, payment, contra.
   • Masters — Customers, Vendors, Items, Ledgers — view/create/edit/delete.
   • Reports — P&L, balance sheet, party-wise, GST reports.
   • Compliance — File GSTR-1, GSTR-3B, e-invoice, e-way bill.
   • Banking — Bank reconciliation, payment gateway access.
   • Settings — Company profile, invoice templates, tax rates.
5. Save the role and assign it to users.

Setting Up Approval Workflows

On the Professional plan and above, you can require approval before a voucher is posted. This is especially useful for:

• Purchase vouchers above a certain amount.
• Journal entries (often used to fix errors — needs senior review).
• Vendor payments.
• Credit notes / refunds to customers.

Configure approval flow

1. Setup → Approvals → "+ New Rule".
2. Choose voucher type (e.g., Purchase Voucher).
3. Set conditions (e.g., amount > ₹50,000).
4. Pick approver(s). Multi-level approval supported.
5. Decide what happens to pending vouchers — locked or draft.

Once active, any matching voucher goes into "Pending Approval" state. The approver gets an email + in-app notification. They click approve/reject. Vouchers post only after approval.

The Audit Trail — Who Did What

Every action in iAccounting is logged with user ID + timestamp. Access from Reports → Audit Trail.

You can filter by:

• User
• Action (Created / Edited / Deleted / Approved / Rejected)
• Voucher type
• Date range

Revoke or Suspend Access

When an employee leaves or you suspect misuse:

1. Setup → Users & Roles → click the user.
2. "Suspend" — temporary lock; their work is preserved; can be unlocked later.
3. "Remove from Company" — they lose access but stay in audit logs.
4. "Force Sign-Out from All Devices" — useful if their laptop is stolen.

Enable Two-Factor Authentication (2FA)

For Admin and Accountant roles, we strongly recommend 2FA. Owner can enforce it organisation-wide:

1. Setup → Security → "Require 2FA for all users".
2. Each user is prompted to set up 2FA on next login (Google Authenticator, Authy, or any TOTP app).

Sharing Access with Your CA

Many businesses give their CA read-only access for the financial year, then upgrade to full access during year-end. Three good patterns:

What's Next?

• Initial Company Setup
• Import Tally Data
• Create Your First Invoice