The Console account enables for custom roles to be created at the Console level for use by all client accounts linked to the Console.
Jump to:
Create a Custom Role
- Log in to Bill.com
- Select Manage Console
- Hover over the gear icon and select Manage Custom Roles
- Select New
- Enter the Role Name
- Best practice: Use a generic Role Name that doesn't include the actual user's name, but something to indicate the permissions available with that role
- Select Auto Sync Role to Client Accounts, if preferred
- Assign the permissions and views for the custom role
- Select Save
The new custom role will be added to all client accounts within minutes. When a new client is created after the custom role is created, the custom role will automatically be available for that client, if the Auto Sync Role to Client Accounts was checked.
Permission options
In the table below, you can review all available permissions, and how they affect user access within the site.
| Section | Permission Name | What the user can do |
|---|---|---|
| Manage Bills/ Vendor Credits/ Vendors/ Documents | View Bills/Vendor Credits | View all vendor bills/vendor credits in the Bill.com account |
| Manage Bills/Vendor Credits | Add/ deactivate/ update all vendor bills/vendor credits in the Bill.com account | |
| Notify about Denied Bills/Vendor Credits | Get notified in the Todo list, To Do email, and if preference is set, receive instant notification of denied bill/vendor credit | |
| View Vendors | View all vendors in the Bill.com account | |
| Manage Vendors | - Add/ deactivate/ update all vendors in the Bill.com account - Set up ePayments for vendors - Merge vendors - In To Do summary email, users will get notifications to Confirm Electronic Vendors, and Review Pending ePayment Invitations |
|
| View Documents | View all Vendor and Company Documents in all Folders; Access to Documents tab | |
| Manage Documents | - Update/ Deactivate all Vendor and Company Documents in all Folders; Access to Documents tab - If user has "Use Inbox" permission, then they can also Add new Vendor and Company documents |
|
| Use Inbox | - Process files in Inbox - Access to Inbox tab - 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. |
|
| Update Locked Remittance | User can update remittance information for a bill/vendor credit with locked remittance information | |
| Approve Bills/ Vendor Credits | Approve Bills/Vendor Credits | - Approve bills/ vendor credits - Add notes while approving - Remove themselves from the approval process (There must be another approver in place) - 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. |
| View Vendor Only for Assigned Bill | Allows user to view the vendor's information related to the assigned bill, while approving, even if they don't have View Vendors permission. | |
| Edit Only Assigned Bill | Allows user to edit the assigned bill while approving even if they don't have Manage Bills permission. | |
| Manage Payments/ Bank Accounts | View Payments | - Access to Payments History, Payment Detail (such as cleared check image) - User can choose to receive alerts when a bill payment is scheduled |
| Record Payments made outside of Bill.com | - View Pay Bills page, Record bills as paid, Cancel payments - In the To Do Summary email, user will get notified about bills ready to be paid, overdue, and those due in next 7 days |
|
| View Bank Accounts | View bank account info, funds transfer history | |
| Pay approved bills via Bill.com | - Add bank accounts; once verified, can make Bill.com payments for approved bills - If user's Bill.com Payment Status is Verified, then in the To Do Summary email, they'll get notified of any Uncashed Checks that are outstanding for more than 20 days. |
|
| Pay unapproved bills via Bill.com | - Add bank accounts; once verified, can make Bill.com payments for unapproved bills | |
| Pay unassigned bills via Bill.com | Add bank accounts; once verified, can make Bill.com payments for unassigned bills | |
| View Balance for default bank account | View your default bank balance on the bills list page. Available on accounts that sync with QuickBooks Online, QuickBooks Desktop, or Sage Intacct only | |
| Manage Cash Forecast | View the Cash Forecast Chart and Calendar; add and remove Forecast Transactions, and edit the Opening Balance | |
| Manage Company/ Users | View Company Info | View Company Address and Preferences |
| Manage Company Info | Edit Company Address and Preferences | |
| View Roles | View Roles | |
| Manage Roles | Add/ Update/ Deactivate Roles | |
| View Users | View Users | |
| Manage Users | Add/ Update/ Deactivate Users | |
| View Credit Cards | View Price Plan and Previous Statements | |
| Manage Credit Cards | View current Credit Card on File and add new Credit Card | |
| View Reports | View Reports | |
| Manage Network | Accept network connection requests, send invites, and link organizations with customers / vendors | |
| Accounting | View Accounts | View Chart of Accounts |
| Manage Accounts | Add/ Update/ Deactivate Chart of Accounts | |
| View Items | View all items (which represent products you sell/services you offer) in the Bill.com account | |
| Manage Items | Add/ Update/ Deactivate Items | |
| View Departments | View Departments | |
| Manage Departments | Add/ Update/ Deactivate Departments | |
| View Locations | View Locations | |
| Manage Locations | Add/ Update/ Deactivate Locations | |
| View Payment Terms | View Payment Terms | |
| Manage Payment Terms | Add/ Update/ Deactivate Payment Terms | |
| View Jobs | View Jobs | |
| Manage Jobs | Add/ Update/ Deactivate Jobs | |
| View Classes | View Classes | |
| Manage Classes | Add/ Update/ Deactivate Classes | |
| Sync with Accounting System | - Allows user to sync vendors, accounts, bills, bill payments etc., even without other Bill.com permissions - Allows user to import/export vendors, accounts, bills, bill payments etc., if the user has corresponding permission for the object |
|
| Receivables | View Customers | View all customers in the Bill.com account |
| Manage Customers | - Add/ deactivate/ update all customers in the Bill.com account - Merge customers |
|
| View Invoices | View all customer invoices in the Bill.com account | |
| Manage Invoices | Add/ deactivate/ update all customer invoices in the Bill.com account | |
| View Invoice Templates | View all invoice templates in the Bill.com account | |
| Manage Invoice Templates | Add/ deactivate/ update all invoice templates in the Bill.com account |
Things to know
- The Custom Role Name cannot be edited after the role is created, so we suggest using a generic name, and not one that includes a specific user's name so you can use the role again, if a new user is added
- Console custom role will sync to all clients linked to the Console at the time the role is created
- If a Console custom role of the same name exists in a client's account, the new custom role will overwrite the existing role
- A new custom role with the same name as an existing role will not create a duplicate role
- Editing the Custom Role from the Console will update the role in all client accounts
- Editing a Custom Role in the client account will not update the role in any other client accounts, even if the role was created from the Console
- After making an edit to the Console Custom Role in a client, future edits to the Console Custom Role in the console will overwrite any changes made to the role in the client
- After the role has synced to client accounts, unchecking the Auto Sync Role to Client Accounts box will not remove the role from clients
- The Audit trail of custom role in the client accounts will show that the role was created/edited/inactivated by System
- Custom roles cannot be inactivated/deleted
