Cashbook Client user role

The Cashbook Client user has access to bank accounts and expense claims, with more restricted access to contacts, reports and settings. You will likely have this role if your accountant or bookkeeper has set up Xero for you and manages your accounts overall.

This role is only available to organisations set up using Xero Partner Edition.

Give a Cashbook Client user access to cash coding

The default option for a Cashbook Client user is not to have access to cash coding.

If you have Manage Users permission, take these steps to upgrade a Cashbook Client's user role to include cash coding:

  1. Go to Settings > General Settings > Users.
  2. Select the Cashbook Client user you want to upgrade.
  3. Select Bulk reconciliation and statement line editing (cash coding).
  4. Click Save.

Restrictions to the Cashbook Client user role

The Cashbook Client user does not have access to:

  • Sales invoices or bills
  • Credit notes
  • Quotes
  • Purchase orders
  • Inventory
  • Fixed assets
  • Currency settings

Cashbook Clients can't add overpayments and prepayments except for any legacy sales invoices or bills (for example, if there are sales invoices or bills remaining after downgrading the organisation's plan). They could then view the overpayment in the bank account.

If someone with the Adviser user role added any credit notes, bills or sales invoices before the invoicing restriction, the Cashbook Client user will have view-only access to them through reports.

The Cashbook Client's dashboard

On the dashboard, a Cashbook Client can:

  • Access all bank accounts and expense claims
  • See summary graphs for running bank balances
  • View the Account Watchlist (if someone with the Adviser user role has set any accounts to display here)

Access to bank accounts

A Cashbook Client has full access to bank accounts, including:

  • Adding and editing bank accounts
  • Adding and reconciling direct payment transactions and transfers
  • Importing statements
  • Ability to enter a budget

Access to expense claims

Cashbook Clients can add their own expense claims and approve, authorise, pay, view or void all submitted expense claims.

Access to reports

Cashbook Client users can:

  • Run some reports (not as many as a Standard + All Reports user)
  • Create customised report layouts
  • View any draft, published or archived reports in the organisation, including those they can't run themselves (for example, annual reports, or aged invoice reports)
  • Publish the Activity Statement and Bank Reconciliation Summary
  • Delete a published Activity Statement

Cashbook Clients have no access to the following reports:

  • Aged Payables or Receivables
  • Customer Invoice Report
  • Depreciation Schedule
  • Executive Summary
  • Fixed Asset Reconciliation
  • Inventory Item Details
  • Inventory Items Summary
  • Payroll reports
  • Sales by Item

Cashbook Clients are also unable to access any reports which you can get to by drilling down from the above reports.

Cashbook Clients can't:

  • Access manual journals
  • Add notes to reports
  • Publish any reports (other than the Activity Statement and the Bank Reconciliation Summary)
  • Delete any reports (other than a published Activity Statement)

View roles and functions table for reports

Access to contacts

Cashbook Clients have almost full access to add, edit, import, export, merge and archive contacts. They can't:

  • View a contact's financial information, payment history or Xero network key
  • Set default tax rates for the contact
  • Send statements

Access to settings

Cashbook Clients have full access to tracking category settings. They have limited access to:

  • The chart of accounts (can add or edit bank accounts and view balances, otherwise view-only access)
  • Organisation/financial settings (no access to lock dates, unable to add or edit transactions in a locked period)

Cashbook Clients have no access to:

  • Conversion date or balances
  • Users
  • Xero to Xero or apps

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