Custom User Roles

One of the ways Bill.com adapts to your unique business processes is by enabling the creation of custom user roles. Through the use of Custom User Roles, the access to virtually every item or workflow process in the Bill.com system, in any combination, can be enabled or prohibited for that role.

Creating a Custom Role

  1. Click the gear icon
  2. Under Permissions, click Roles
  3. To use an existing role as a base (for example, if you want a role very similar to Approver, but that can also edit bills), click that role, hover your cursor over Details and click Clone
    • To create a role from scratch, click New
  4. Enter a unique role name
    • Ideally, the name of the new role should be descriptive
  5. Type in a short description of this role
    • The description is not required, but it is recommended to help limit confusion
  6. Assign permissions to this new role by checking the boxes of the permissions you are granting
  7. Click Save

Once completed, the Roles screen will be displayed again. The newly created user role will be included at the bottom of the list of available roles.

In the table below, you can review all available Permissions, and how they affect users' access within the site.

Section Permission Name What thee 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, ToDo email, and if preference is set, received 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.
Approve Bills/ Vendor Credits Approve Bills/Vendor Credits - Approve bills/ vendor credits
- Add notes while approving
- Add approvers to the approval process
- 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 pertaining to the assigned bill, including past bills and vendor documents, 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 will 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 Cash Forecast View the Cash Forecast Chart and Calendar, including Forecast Transactions
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
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
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

  • Custom user roles are not available on all price plans
  • Permissions on custom roles can always be edited
  • Custom roles cannot be inactivated/deleted