User roles in Xero Business Edition

Use this page to compare user roles and their access to different areas of Xero Business Edition. You can see your own user role in the Access column in My Xero.

Image showing Access column header circled.

Showing user role access for the US

User roles video.

Video:
Adding new users in Xero (2:25)

If you are an accountant or bookkeeper, or your accountant or bookkeeper set up Xero for you, you might be using Partner Edition. Organisations on a Partner Edition plan have separate user roles.
User roles in Xero Partner Edition

User role comparison tables

Sales invoices user role comparison

  Full access Limited access

 

Adviser Standard IO + Approve and Pay IO + Sales IO + Draft Read Only
Draft sales invoices Check mark. Check mark. Check mark. Check mark. Check mark. -
View and edit sales invoices you created Check mark. Check mark. Check mark. Check mark. Check mark. -
View sales invoices created by others Check mark. Check mark. Check mark. Check mark. - Check mark.
Edit sales invoices created by others Check mark. Check mark. Check mark. Check mark. - -
Copy or delete sales invoices you created Check mark. Check mark. Check mark. Check mark. Check mark. -
Copy, delete or void sales invoices created by others Check mark. Check mark. Check mark. Check mark. - -
Approve invoices Check mark. Check mark. Check mark. Check mark. - -
Record payment on invoices Check mark. Check mark. Check mark. Check mark. - -
Email invoices Check mark. Check mark. Check mark. Check mark. - -
Print invoices Check mark. Check mark. Check mark. Check mark. - Check mark.
Send statements Check mark. Check mark. Check mark. Check mark. - -
Create a batch deposit Check mark. Check mark. Check mark. Check mark. - -
Edit a batch deposit Check mark. Check mark. - - - -
View debtors list/pie chart Check mark. Check mark. Check mark. Check mark. - Check mark.

Invoice Only + Purchases Only user role has no access to sales invoices.

Customer credit notes user role comparison

  Full access Limited access

 

Adviser Standard IO + Approve and Pay IO + Sales Read Only
Create and approve customer credit notes Check mark. Check mark. Check mark. Check mark. -
View customer credit notes created by others Check mark. Check mark. Check mark. Check mark. Check mark.
Edit, delete or void customer credit notes (own or others') Check mark. Check mark. Check mark. Check mark. -
Allocate credit to invoices and refund customer credit notes Check mark. Check mark. Check mark. Check mark. -
Email customer credit notes Check mark. Check mark. Check mark. Check mark. -
Print customer credit notes Check mark. Check mark. Check mark. Check mark. Check mark.
View debtors list/pie chart Check mark. Check mark. Check mark. Check mark. Check mark.

The following roles have no access to customer credit notes:

Bills user role comparison

  Full access Limited access

 

Adviser Standard IO + Approve and Pay IO + Purchases IO + Draft Read Only
Draft and edit bills you created Check mark. Check mark. Check mark. Check mark. Check mark. -
Approve and pay bills* Check mark. Check mark. Check mark. Check mark. - -
View bills you created Check mark. Check mark. Check mark. Check mark. Check mark. -
View bills created by others Check mark. Check mark. Check mark. Check mark. - Check mark.
Edit bills created by others Check mark. Check mark. Check mark. Check mark. - -
Copy or delete own bills Check mark. Check mark. Check mark. Check mark. Check mark. -
Copy or delete others' bills Check mark. Check mark. Check mark. Check mark. - -
Record payment of bills Check mark. Check mark. Check mark. Check mark. - -
Send bill from Xero to Xero Check mark. Check mark. Check mark. Check mark. - -
Print bill PDF Check mark. Check mark. Check mark. Check mark. - Check mark.
Create or edit a batch payment Check mark. Check mark. Check mark. Check mark. - -
Send a remittance advice Check mark. Check mark. Check mark. Check mark. - -

* Approving bills is not available on Partner Edition plans.

Invoice Only + Sales Only has no access to Bills.

Purchase orders user role comparison

  Full access Limited access

 

Adviser Standard IO + Approve and Pay IO + Draft IO + Purchases Read Only
Draft and edit purchase orders you created Check mark. Check mark. Check mark. Check mark. Check mark. -
Approve purchase orders Check mark. Check mark. Check mark. - Check mark. -
View purchase orders you created Check mark. Check mark. Check mark. Check mark. Check mark. -
View purchase orders created by others Check mark. Check mark. Check mark. - Check mark. Check mark.
Edit purchase orders created by others Check mark. Check mark. Check mark. - Check mark. -
Copy purchase orders to bills or new purchase orders* Check mark. Check mark. Check mark. Check mark. Check mark. -
Copy purchase orders to sales invoices* Check mark. Check mark. Check mark. Check mark. - -
Mark purchase orders as billed Check mark. Check mark. Check mark. - Check mark. -
Delete own purchase orders** Check mark. Check mark. Check mark. Check mark. Check mark. -
Delete others' purchase orders Check mark. Check mark. Check mark. - Check mark. -
Email purchase orders Check mark. Check mark. Check mark. - Check mark. -
Print purchase order PDFs Check mark. Check mark. Check mark. - Check mark. Check mark.
Add new delivery address Check mark. Check mark. Check mark. - Check mark. -

* Users with the Invoice Only + Draft user role can copy only purchase orders they create.

** Users with the Invoice Only + Draft user role can delete only purchase orders that have a Draft or Awaiting Approval status.

Supplier credit notes user role comparison

  Full access Limited access

 

Adviser Standard IO + Approve and Pay IO + Purchases Read Only
Create and approve supplier credit notes Check mark. Check mark. Check mark. Check mark.  
View supplier credit notes created by others Check mark. Check mark. Check mark. Check mark. Check mark.
Edit, delete or void supplier credit notes (own or others') Check mark. Check mark. Check mark. Check mark.  
Allocate credit to bills and refund supplier credit notes Check mark. Check mark. Check mark. Check mark.  
Print supplier credit notes Check mark. Check mark. Check mark. Check mark. Check mark.

The following roles have no access to customer credit notes:

Fixed assets user role comparison

  Full access Limited access

 

Adviser Standard Read Only
View details of registered, sold and disposed assets Check mark. Check mark. Check mark.
View pending items Check mark. Check mark. Check mark.
Add and import pending items Check mark. Check mark. -
Register pending items Check mark. - -
View Fixed Asset Reconciliation and Depreciation schedule reports Check mark. Check mark. Check mark.
Run and roll back depreciation Check mark. - -
Set and change start date Check mark. - -
Sell and dispose assets Check mark. - -

Invoice Only roles have no access to fixed assets in Xero.

Expense claims user role comparison

  Full access Limited access

 

Adviser Standard IO + Approve and pay IO + Purchases IO + Draft IO + Sales Read Only
Add and submit receipts Check mark. Check mark. Check mark. Check mark. Check mark. Check mark. -
Edit expense claim after submitting Check mark. Check mark. Check mark. Check mark. - - -
View own expense claims Check mark. Check mark. Check mark. Check mark. Check mark. Check mark. -
View others' expense claims Check mark. Check mark. Check mark. Check mark. - - Check mark.
Approve and pay own and others' expense claims Check mark. Check mark. Check mark. Check mark. - - -
View Expense Claim Summary Report Check mark. Check mark. Check mark. Check mark. Check mark. Check mark. Check mark.

 

Contacts user role comparison

  Full access Limited access

 

Adviser Standard IO + Draft IO + Approve and pay IO + Sales IO + Purchases Read Only
Add, edit and import contacts Check mark. Check mark. Check mark. Check mark. Check mark. Check mark. -
Export contacts Check mark. Check mark. - - - - -
View all customers and suppliers Check mark. Check mark. Check mark. Check mark. Check mark. Check mark. Check mark.
View contacts' bank account details Check mark. Check mark. - Check mark. - Check mark. Check mark.
View payment history graph Check mark. Check mark. - Check mark. Check mark. Check mark. Check mark.
View Xero network key Check mark. Check mark. - - - - -
Set default tax rates for contact Check mark. Check mark. Check mark. Check mark. Check mark. Check mark. -
View, print and send statements to contact Check mark. Check mark. - Check mark. Check mark. - -

 

Reports and budgets user role comparison

  Full access Restricted access

 

Adviser Standard + All Reports Invoice
Only
Read Only
View published reports Check mark. Check mark. - Check mark.
View, print and export reports (excluding 1099) Check mark. Check mark. - Check mark.
Set up and run 1099 report Check mark. - - -
Set up and run Taxable Payments Annual Report Check mark. Check mark. - -
Finalise GST Return Check mark. Check mark. - -
Publish GSTVATsales tax reports and Bank Reconciliation Summary Check mark. Check mark. - -
File VAT Return to HMRC Check mark. - - -
Publish all reports Check mark. - - -
Copy and edit published reports Check mark. - - -
Add or edit budgets (Budget Manager) Check mark. Check mark. - -
View and run all reports on Reports menu Check mark. Check mark.

-

Check mark.
View Expense Claim Summary Report Check mark. Check mark. Check mark. Check mark.
View and run reports on Adviser menu Check mark. - - -
Delete reports Check mark. - - -
Access manual journals from the Journal Report Check mark. Check mark. - Check mark.
Access manual journals from the Adviser menu Check mark. - - -
Post manual journals Check mark. Check mark. - -
View History and Notes Activity* Check mark. - - -

* History and Notes Activity for pay run transactions is available only for those with the Adviser user role with Payroll Admin access.

The Standard + No Reports user role has no access to reports or budgets.
Restrict a Standard user to 'No Reports'

Ability to change Business Edition organisation billing account and pricing plan

To view and change your organisation's billing account details or change your pricing plan, you need to be the subscriber.
The Xero subscriber

Settings user role comparison

 

Adviser Standard
Can be allowed to add and remove users and change permissions
Manage Users access
Check mark. Check mark.
Edit organisation and financial settings Check mark. -
Set lock dates Check mark. -
Edit invoice settings, add or edit invoice branding Check mark. Check mark.
Use tracking Check mark. Check mark.
Set and update conversion balances Check mark. Check mark.
Access, import and export chart of accounts Check mark. Check mark.
Send Xero network key; access Xero add-ons Check mark. Check mark.
Add, edit, import and export inventory items Check mark. Check mark.
Add, edit and delete email settings Check mark. Check mark.

No user roles other than Adviser and Standard have access to Xero settings.

Files user role comparison

  Full access Limited access

 

Adviser Standard Invoice Only Read Only
File library - view, add and remove files Check mark. Check mark. - -
File library - view, add and remove folders Check mark. Check mark. - -
File library - take a photo Check mark. Check mark. - -
Add or remove files for transactions and items you have access to Check mark. Check mark. Check mark. -
View or download files for transactions and items you have access to* Check mark. Check mark. Check mark. Check mark.

* Read Only users cannot view or download files attached to spend or receive money transactions.

Currencies user role comparison

  Full access Limited access

 

Adviser Standard IO + Draft IO + Approve and pay IO + Sales IO + Purchases
Add currencies Check mark. Check mark. - - - -
Change exchange rates Check mark. Check mark. -
Check mark. Check mark.
(invoices)
Check mark.
(bills)
Add transactions in other currencies Check mark. Check mark. Check mark. Check mark. Check mark.
(invoices)
Check mark.
(bills)
Add and manage bank accounts in other currencies Check mark. Check mark. - - - -
Set default currencies for Contacts Check mark. Check mark. Check mark. Check mark. Check mark. Check mark.
View all reports, including gains and losses info and figures revalued to base currency Check mark. Check mark. - - - -

The Read Only user role has no access to currencies in Xero.

Only the subscriber or someone with the Adviser user role invited by the subscriber can set up multi-currency.
The Xero subscriber

Bank transactions user role comparison

  Full access Limited access

 

Adviser Standard + Cash Coding Standard + No Cash Coding IO + Draft or Approve and pay IO + Sales IO + Purchases Read Only
View bank balance and balance in Xero Check mark. Check mark. Check mark. - - - Check mark.
View account transactions in Xero Check mark. Check mark. Check mark. - - - Check mark.
View imported bank statements Check mark. Check mark. Check mark. - - - -
Add comments to unreconciled bank statement lines Check mark. Check mark. Check mark. - - - -
Add and edit bank accounts Check mark. Check mark. Check mark. - - - -
Import manual statements, delete statements Check mark. Check mark. Check mark. - - - -
Add a spend money or receive money direct payment Check mark. Check mark. Check mark. - - - -
Add a prepayment or overpayment Check mark. Check mark. Check mark. - - - -
Activate Yodlee feeds Check mark. Check mark. Check mark. - - - -
Reconcile and unreconcile bank transactions Check mark. Check mark. Check mark. - - - -
Cash code transactions during bank reconciliation* Check mark. Check mark. - - - - -
Add bank rules Check mark. Check mark. Check mark. - - - -
View Money Coming In graph Check mark. Check mark. Check mark. Check mark. Check mark. - Check mark.
View Money Going Out graph Check mark. Check mark. Check mark. Check mark. - Check mark. Check mark.

*This is not included in all Xero pricing plans.

Payroll user role comparison

The roles in this table relate to the new comprehensive payroll feature in the US.
See if it's available in your state

 

Payroll Admin Payroll Manager Payroll Employee
PayslipsPaystubs - view, send and print Check mark. - Can see own payslipspaystubs only
View employee pay and contact details Check mark. - Can view own details only
Set up all company payroll details and settings Check mark. - -
Enter and edit all employee details including bank accounts Check mark. - -
Request own leavetime off Check mark. Check mark. Check mark.
Request leavetime off for others Check mark. - -
Submit own timesheets Check mark. Check mark. Check mark.
Enter timesheets for others Check mark. - -
Approve leavetime off and timesheets for others Check mark. Check mark. -
View and print own payment summary Check mark. - If published for them
Publish or export all payment summaries Check mark. - -
View payroll reports Check mark. - -
View payroll payments on reports Check mark. - -
Process a pay run Check mark. - -
View payroll invoices in Bills Check mark. - -
Post a pay run (post journal) Check mark. - -

No other roles have access to any specific payroll details. If a user's role allows them to view reports, they still won't be able to access payroll reports without Payroll Admin access. They may be able to view read-only totals related to payroll in other reports, but won't be able to see any employee payment details.
Reports role comparison

If a user has access to Bills, they can view payroll invoices showing the total for each pay run, without individual employee payment details.
Bills role comparison

Pay Run user role comparison

Users with the Payroll Admin role have full access to Pay Run in Xero.
Payroll Admin role for Pay Run

No other roles have access to Pay Run under the Accounts menu. If a user's role allows them to view reports, they can view read-only pay totals in reports, without details. If they have access to Bills, they will be able to view total payments for each pay run, but no employee details.

Cheque printing user role comparison

The following user roles have full access to cheques in Xero:

These users can add and edit cheque styles, pay by cheque, print cheques and view the cheque register.

The following user roles have no access to cheques in Xero: