Invoice only user role

The Invoice only user has limited access to the Business and accounting features of your organisation. It is suitable for someone who needs to raise invoices, enter bills or submit expense claims, but doesn't need access to bank accounts or reports. There are four options for the Invoice only role, which give different levels of access to sales and purchases transactions: Only create drafts, Sales, Purchases, and Approve and pay sales and purchases.

The Invoice only role is only available if your organisation is under a Business Edition pricing plan.

Compare user role access

For a quick comparison of the 4 levels of access for the Invoice only role, check these comparison tables:

Only create drafts option

Dashboard

The Dashboard will show Sales, Purchases and Expense Claims panels. These panels allow the user to create new sales invoices, bills, quotes, purchase orders or receipts and view summary information relevant to the invoices, bills, quotes, purchase orders and claims that they have entered. There are only three menus available: Dashboard, Accounts, and Contacts.

Invoices and bills

The user can:

  • Add sales invoices, bills, quotes and purchase orders
  • Copy sales invoices, bills, quotes and purchase orders
  • Save sales invoices, bills, quotes and purchase orders as draft
  • Submit sales invoices, bills and purchase orders for approval
  • View History & Notes on sales invoices, bills, quotes and purchase orders
  • Edit any sales invoices, bills, quotes and purchase orders they added themselves, until they are approved

The user can still view sales invoices, bills, quotes and purchase orders they have raised once someone has approved it. They will be able to see if a bill has been paid or a sales invoice has been sent or paid.

Draft only users can't:

  • View sales invoices, bills, quotes or purchase orders created by others
  • Create repeating invoices
  • Approve invoices, bills, quotes or purchase orders
  • Pay bills or record payment on invoices
  • Add inventory items
  • Raise credit notes
  • Send statements
  • View and print PDFs
  • Send invoices via email or from Xero to Xero
  • Void invoices or bills
  • Import invoices or bills
  • Enter expected payment dates
  • View or use Smart Lists

Expense claims

Users given draft only access can only add their own expense claims. They can't view, approve or pay expense claims raised by others.

Contacts

Those with draft only access have almost full access to Contacts. They can:

  • Add and edit contacts (including invoice branding)
  • Import and merge contacts
  • Archive contacts

They can't:

  • View a contact's payment history, Activity tab, or Xero network key
  • Export contacts

Currencies

The draft only user can:

  • Add sales invoices or bills in any currency set up for the organisation
  • Choose a default currency for a contact

They can't:

  • Add currencies
  • View gains/losses information (on invoices, bills or reports)
  • Save a new exchange rate on an invoice or bill

Files

Those with draft only access can add, view, and download files from the file library inbox when creating or editing sales invoices, bills, quotes, purchase orders, or expense claims.

They can't access any other folders in the file library.

Approve & pay option

Dashboard

For a user given the Approve & pay option, the Dashboard will show Money Coming In, Money Going Out and expense claims panels. These panels allow the user to create new bills, sales invoices, quotes, purchase orders or expense claim receipts and view summary information. There are only three menus available: Dashboard, Accounts, and Contacts.

Invoices and bills

Approve & pay users can:

  • Create sales invoices, bills, credit notes, quotes and purchase orders
  • Create repeating invoices
  • Add untracked inventory items
  • Add tracked inventory items if the right accounts for tracked inventory have been set up in the organisation's chart of accounts
  • Approve sales invoices, bills, credit notes, quotes and purchase orders
  • Print and email sales invoices, quotes and purchase orders
  • Use inventory items on invoices, quotes and purchase orders
  • View bills, sales invoices, credit notes, quotes and purchase orders created by others
  • Pay bills or record payment on invoices, including those created by others
  • Send remittance advices at the time a payment on a bill is created

Approve & pay users can't:

  • Drill into payment details on an invoice
  • Edit, adjust, delete, import or export inventory items
  • Send remittance advices from the bank accounts screen.
  • Send remittance advices for batch payments

Expense claims

Approve & pay users can:

  • Add and edit expense claims
  • View and approve expense claims created by others
  • Record expense claims as paid

Contacts

Those with Approve & pay access have almost full access to Contacts. They can:

  • Add and edit contacts (including invoice branding)
  • Import contacts
  • Merge contacts
  • Archive contacts
  • Send statements

Approve & pay users must be given the Contact Bank Account Admin user permission to add and edit bank accounts for contacts.

Approve & pay users can't:

  • View a contact's payment history, Activity tab, or Xero network key
  • Export contacts

Currencies

Approve & pay users can:

  • Add sales invoices and bills in any currency set up for the organisation
  • Choose a default currency for a contact
  • Save a new exchange rate on an invoice

Approve & pay users can't:

  • Add currencies
  • View gains/losses information

Files

Those with Approve & pay access can add, view, and download files from the file library inbox when creating or editing sales invoices, bills, credit notes, quotes, purchase orders, or expense claims.

Approve & pay users can't access any other folders in the file library.

Sales option

Invoice only users with the Sale option have the same access as users with the Approve & Pay option, except:

  • They can only access Sales, not Purchases
  • They can't see bills on the Dashboard
  • They can't view or approve expense claims submitted by others

Dashboard

For someone with the Sales option, the Dashboard will show invoices and expense claims panels. These panels allow the user to create new sales invoices or expense claim receipts and view summary information. There are only three menus available: Dashboard, Accounts, and Contacts.

Invoices, quotes, customer credit notes

Sales users can:

  • Create sales invoices, quotes and customer credit notes
  • Create repeating invoices
  • Approve sales invoices, quotes and customer credit notes
  • Add untracked inventory items
  • Add tracked inventory items if the right accounts for tracked inventory have been set up in the organisation's chart of accounts
  • Print and email sales invoices and quotes
  • Use inventory items on invoices and quotes
  • View sales invoices, quotes and customer credit notes created by others
  • Record payment on invoices, including those created by others

They can't:

  • Drill into payment details on an invoice.
  • Edit, adjust, delete, import or export inventory items

Bills, supplier credit notes

Sales users can't:

  • Create bills, supplier credit notes or purchase orders
  • View bills, supplier credit notes or purchase orders

Expense claims

Sales users can only add their own expense claims. They can't view or approve expense claims raised by others.

Contacts

Sales users have almost full access to Contacts. They can:

  • Add and edit contacts (including invoice branding)
  • View customer and supplier contact details
  • View the graph showing money in for a contact
  • Import contacts
  • Merge contacts
  • Archive contacts
  • Send statements

They can't:

  • View the graph showing money out for a contact
  • View a contact's Activity tab or Xero network key
  • Export contacts
  • View a supplier's financial transactions

Currencies

Sales users can:

  • Add sales invoices in any currency set up for the organisation
  • Choose a default currency for a contact
  • Save a new exchange rate on an invoice

They can't:

  • Add currencies
  • View gains/losses information

Files

Sales users can add, view, and download files from the file library inbox when creating or editing sales invoices, quotes, customer credit notes, or expense claims.

They can't access any other folders in the file library.

Purchases option

Invoice only users with the Purchases option have the same access as users with the Approve & Pay option, except:

  • They can only access Purchases, not Sales
  • They can't see sales invoices on the Dashboard
  • They can create a spend money transaction while adding a receipt in the Android app. This is only available when accessing Xero using the Android app, not when logging in using a web browser.

Dashboard

For a user with the Purchases option, the Dashboard will show bills and expense claims panels. These panels allow the user to create new bills or receipts and view summary information. There are only three menus available: Dashboard, Accounts, and Contacts.

Bills, supplier credit notes

Purchases users can:

  • Create bills, supplier credit notes and purchase orders
  • Create repeating bills
  • Approve bills, supplier credit notes and purchase orders
  • Add untracked inventory items
  • Add tracked inventory items if the right accounts for tracked inventory have been set up in the organisation's chart of accounts
  • View bills, supplier credit notes and purchase orders created by others
  • Pay bills, including those created by others

They can't:

  • Drill into payment details on a bill
  • Edit, adjust, delete, import or export inventory items

Invoices, customer credit notes

Purchases users can't:

  • Create sales invoices, quotes or customer credit notes
  • View sales invoices, quotes or customer credit notes

Expense claims

Purchases users can:

  • Add their own expense claims
  • View expense claims raised by others
  • Approve expense claims raised by others

Contacts

Users with the Purchases option have almost full access to Contacts. They can:

  • Add and edit contacts (including invoice branding)
  • View customer and supplier contact details
  • Import contacts
  • Merge contacts
  • Archive contacts

Purchases users must have the Contact Bank Account Admin user permission to add and edit bank accounts for contacts.

Purchases users can't:

  • View a contact's payment history, Activity tab, or Xero network key
  • Export contacts
  • View a customer's financial transactions

Currencies

Purchases users can:

  • Add bills in any currency set up for the organisation
  • Choose a default currency for a contact
  • Save a new exchange rate on an invoice

They can't:

  • Add currencies
  • View gains/losses information

Files

Users with the Purchases option can add, view, and download files from the file library inbox when creating or editing bills, supplier credit notes, purchase orders, or expense claims.

They can't access any other folders in the file library.

Other access restrictions

All Invoice only users have no access to:

  • Bank account balances, details or transactions
  • Reports
  • Budget
  • Credit notes
  • Imported statements
  • Journals
  • Fixed assets
  • Payroll
  • Users
  • Organisation information, logo or settings
  • The inventory list
  • The chart of accounts
  • Conversion balances
  • Tracking

This role is not available with Xero Partner Edition.