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Custom User Roles

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Anna L.
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One of the ways Bill.com adapts to your unique business processes is by enabling you to create your own custom user role. When you create a custom user role, you can enable or prohibit access to virtually every item or workflow process in the Bill.com system, in any combination, for that role.
 
Creating roles
 
Hover over the Gear icon, and then click Settings > Your Account with Us : Price Plan to see how many custom user roles you can make.

To make your own custom user roles:

  1. Hover over the gear icon, and then click Settings
  2. Under Permissions, click Roles
  3. To use an existing role as a base (for example, if you want a role very similar to Approver, but that can edit bills), click that role, then hover your cursor over Details and click Clone
  4. Otherwise, to create a role from scratch, click New
    • The Roles screen displays. Type in a role name. Ideally, the name of this role should be descriptive
    • Type in a short description of this role. You are not required to enter a description, but it can help avoid confusion
    • Assign permissions to this new role by checking any of the check boxes you want
  5. Click Save when you're done. The Roles screen re-displays, and the user role you just created will display at the bottom of the table

 In the table below, you can review all available Permissions, and how they affect users' access within the site. 

Section

Permission Name

What the user can do

Manage Bills/ Vendor Credits/ Vendors/ Documents

 

 

 

 

 

 

 

View Bills/Vendor Credits

1) View all vendor bills/vendor credits in the Bill.com account

 

Manage Bills/Vendor Credits

1) Add/ deactivate/ update all vendor bills/vendor credits in the Bill.com account

Notify about Denied Bills/Vendor Credits

1) Get notified in the Todo list, ToDo email, and if preference is set, received instant notification of denied bill/vendor credit

View Vendors

1) View all vendors in the Bill.com account

Manage Vendors

1) Add/ deactivate/ update all vendors in the Bill.com account

2) Set up ePayments for vendors

3) Merge vendors

4) In To Do summary email, users will get notifications to Confirm Electronic Vendors, and Review Pending ePayment Invitations

View Documents

1) View all Vendor and Company Documents in all Folders; Access to Documents tab

Manage Documents

1) Update/ Deactivate  all Vendor and Company Documents in all Folders; Access to Documents tab.

2) If user has "Use Inbox" permission, then they can also Add new Vendor and Company documents

Use Inbox

1) Process files in Inbox

2) Access to Inbox tab

3) In the To Do Summary email, user will be notified of any documents the Received section of the Bill.com Inbox. User can also choose to get notified as soon as a document is received in the Inbox.

Approve Bills/ Vendor Credits

 

 

Approve Bills/Vendor Credits

1) Approve bills/ vendor credits

2) Add notes while approving

3) Add approvers to the approval process

4) Remove themselves from the approval process (There must be another approver in place)

5) In the To Do summary email, users will get reminders to approve. User can also choose to get notified as soon as the bill is assigned to them.

View Vendor Only for Assigned Bill

1) Allows user to view the vendor's information pertaining to the assigned bill, including past bills and vendor documents, while approving even if they don't have View Vendors permission.

Edit Only Assigned Bill

1) Allows user to edit the assigned bill while approving even if they don't have Manage Bills permission.

Manage Payments/ Bank Accounts

 

 

 

 

 

 

 

View Payments

1) Access to Payments History, Payment Detail (such as cleared check image)

2) User can choose to receive alerts when a bill payment is scheduled

Record Payments made outside of Bill.com

1) View Pay Bills page, Record bills as paid, Cancel payments

2) In the To Do Summary email, user will get notified about bills ready to be paid, overdue, and those due in next 7 days

View Bank Accounts

1) View bank account info, funds transfer history

Pay approved bills via Bill.com

1) Add bank accounts; once verified, can make Bill.com payments for approved bills

2) If user's Bill.com Payment Status is Verified, then in the To Do Summary email, they will get notified of any Uncashed Checks that are outstanding for more than 20 days.

Pay unapproved bills via Bill.com

1) Add bank accounts; once verified, can make Bill.com payments for unapproved bills

Pay unassigned bills via Bill.com

1) Add bank accounts; once verified, can make Bill.com payments for unassigned bills

View Cash Forecast

1) View the Cash Forecast Chart and Calendar, including Forecast Transactions

Manage Cash Forecast

1) View the Cash Forecast Chart and Calendar; add and remove Forecast Transactions, and edit the Opening Balance

Manage Company/ Users

 

 

 

 

 

 

 

 

View Company Info

1) View Company Address and Preferences

Manage Company Info

1) Edit Company Address and Preferences

View Roles

1) View Roles

Manage Roles

1) Add/ Update/ Deactivate Roles

View Users

1) View Users

Manage Users

1) Add/ Update/ Deactivate Users

View Credit Cards

1) View Price Plan and Previous Statements

Manage Credit Cards

1) View current Credit Card on File and add new Credit Card

View Reports

1) View Reports

Accounting

 

  

 

 

 

 

 

 

 

 

 

View Accounts

1) View Chart of Accounts

Manage Accounts

1) Add/ Update/ Deactivate Chart of Accounts

View Items

1) View all items (which represent products you sell/services you offer) in the Bill.com account
Manage Items 1) Add/ Update/ Deactivate Items

View Departments

1) View Departments

Manage Departments

1) Add/ Update/ Deactivate Departments

View Locations

1) View Locations

Manage Locations

1) Add/ Update/ Deactivate Locations

View Payment Terms

1) View Payment Terms

Manage Payment Terms

1) Add/ Update/ Deactivate Payment Terms

View Jobs

1) View Jobs

Manage Jobs

1) Add/ Update/ Deactivate Jobs

View Classes

1) View Classes

Manage Classes

1) Add/ Update/ Deactivate Classes

Sync with Accounting System

1) Allows user to sync vendors, accounts, bills, bill payments etc even without other Bill.com permissions

Receivables

 

 

 

 

View Customers

1) View all customers in the Bill.com account

Manage Customers

1) Add/ deactivate/ update all customers in the Bill.com account

2) Merge customers

View Invoices

1) View all customer invoices in the Bill.com account

Manage Invoices

1) Add/ deactivate/ update all customer invoices in the Bill.com account

View Invoice Templates

1) View all invoice templates in the Bill.com account

Manage Invoice Templates

1) Add/ deactivate/ update all invoice templates in the Bill.com account 

 

Things to know

  • Permissions on custom roles can always be edited
  • Custom roles cannot be inactivated/deleted