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Custom User Roles

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/ Vendors/ Documents

Manage Bills/Vendor Credits

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

Manage Bills/ Vendor Credits/ Vendors/ Documents

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

Manage Bills/ Vendor Credits/ Vendors/ Documents

View Vendors

1) View all vendors in the Bill.com account

Manage Bills/ Vendor Credits/ Vendors/ Documents

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

Manage Bills/ Vendor Credits/ Vendors/ Documents

View Documents

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

Manage Bills/ Vendor Credits/ Vendors/ Documents

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

Manage Bills/ Vendor Credits/ Vendors/ 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.

Approve Bills/ Vendor Credits

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.

Approve Bills/ Vendor Credits

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

Manage Payments/ Bank Accounts

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

Manage Payments/ Bank Accounts

View Bank Accounts

1) View bank account info, funds transfer history

Manage Payments/ Bank Accounts

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.

Manage Payments/ Bank Accounts

Pay unapproved bills via Bill.com

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

Manage Payments/ Bank Accounts

Pay unassigned bills via Bill.com

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

Manage Payments/ Bank Accounts

View Cash Forecast

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

Manage Payments/ Bank Accounts

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/ Users

Manage Company Info

1) Edit Company Address and Preferences

Manage Company/ Users

View Roles

1) View Roles

Manage Company/ Users

Manage Roles

1) Add/ Update/ Deactivate Roles

Manage Company/ Users

View Users

1) View Users

Manage Company/ Users

Manage Users

1) Add/ Update/ Deactivate Users

Manage Company/ Users

View Billing Info

1) View Credit Card on File and Previous Statements

Manage Company/ Users

Manage Billing Info

1) Enter and Edit Credit Card on File

Manage Company/ Users

View Reports

1) View Reports

Accounting

View Accounts

1) View Chart of Accounts

Accounting

Manage Accounts

1) Add/ Update/ Deactivate Chart of Accounts

Accounting

View Departments

1) View Departments

Accounting

Manage Departments

1) Add/ Update/ Deactivate Departments

Accounting

View Locations

1) View Locations

Accounting

Manage Locations

1) Add/ Update/ Deactivate Locations

Accounting

View Payment Terms

1) View Payment Terms

Accounting

Manage Payment Terms

1) Add/ Update/ Deactivate Payment Terms

Accounting

View Jobs

1) View Jobs

Accounting

Manage Jobs

1) Add/ Update/ Deactivate Jobs

Accounting

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

Receivables

Manage Customers

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

2) Merge customers

Receivables

View Invoices

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

Receivables

Manage Invoices

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

Receivables

View Items

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

Receivables

Manage Items

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

Receivables

View Invoice Templates

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

Receivables

Manage Invoice Templates

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

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