Manage Roles

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Overview

Roles determine what each team member can see and do within Smartbills. Assigning the right role ensures that employees have the access they need while keeping sensitive operations restricted to authorized personnel. This guide explains how to change roles and what permissions each role includes.

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Change a Member’s Role

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Permission Table

The table below shows what each role can do across the main areas of Smartbills.

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Role Descriptions

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Owner

The Owner has unrestricted access to the entire organization, including billing management, ownership transfer, and the ability to delete the business. There can only be one Owner per organization. Ownership can be transferred to another Admin from the team page.

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Admin

Admins have full access to all features and settings except billing and ownership transfer. They can invite members, change roles, configure categories, manage vendors, and approve expense reports.

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Manager

Managers can approve expense reports submitted by employees in their assigned department or team. They have read access to team expenses but cannot modify organization settings.

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Employee

Employees can upload expenses, create and submit expense reports, and view their own data. They cannot access other team members’ expenses or organization settings.

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Accountant

Accountants can view and manage all expenses, vendors, and categories across the organization. They are designed for finance team members who need data access without administrative control over team settings or billing.

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Delegation

Smartbills supports temporary delegation, allowing a member to grant another member the ability to act on their behalf. This is useful when a manager is on vacation and needs someone else to handle approvals. To set up delegation:

1. Open the member’s detail panel from the Team page
2. Click Delegation Settings
3. Select the delegate (the person who will act on their behalf)
4. Set the delegation period (start and end dates)
5. Click Save

During the delegation period, the delegate receives the approval notifications and can approve or reject reports on behalf of the original member.

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Deactivate a Member

If a team member leaves the organization or no longer needs access, you can deactivate their account:

1. Open the member’s detail panel
2. Click Deactivate
3. Confirm the deactivation

Deactivated members cannot sign in or access any data. Their historical expenses and reports are preserved for auditing purposes.

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What’s Next?