Manage Users’ Access to Business
In Receipt Bot, you can invite clients or team members to your Receipt Bot business, set or edit their access levels, and remove clients when necessary for better management of the automated bookkeeping process.
Receipt Bot maintains the following two levels of access;
1. Practice Level Access: Users can access multiple businesses, and you can manage their rights from a single page. This access level is ideal for inviting team members who need access to multiple clients within your Receipt Bot practice.
2. Business Level Access: Users can access a specific business only. This level is typically recommended for clients or employees submitting documents to Receipt Bot.
In this article, we will explore how to manage user access at the business level. You have the following options:
- Invite new users to Receipt Bot.
- Edit the access level of existing users.
- Remove user access from a business.
Option 1 – Invite users to Receipt Bot
Step 1 – Navigate to the Business Configuration page from the Business Menu.
Step 2 – Click the Business Users tab.
Step 3 – Click the Invite User button. A pop-up should appear.
Step 4 – Enter the basic details.
– Email Address
– First Name
– Last Name
– Invite As (role of the invited user)
Step 5 – Click the Send Invite button to send an invitation email.
The invited user will receive an email from Receipt Bot. After accepting their invite, invited users can access those businesses in the Receipt Bot for which they are invited.
When inviting clients to Receipt Bot, the following rights can be assigned to them;
- Business Admin: This role has complete access to the invited business but no access to the practice dashboard, billing and adding new business. Users with this role can perform the following actions in Receipt Bot:
– Upload documents
– Approve or export documents
– Manage integration for business
– Manage other users’ access at the business level
Pro-tip: As an accountant, you should use this role to invite the top management of your clients so they have complete access to their documents. - Business User: This role has restricted access to a business and can perform the following actions in Receipt Bot:
– Upload documents
– Approve or export documents - Limited Access (data uploaded by user): This role has access to only the data uploaded by themselves. It is useful in cases where you do not want 2 users from the same business to view each other’s data. Users with this role can perform the following actions in Receipt Bot:
– Upload documents
– Approve or export only those documents which are uploaded by themselves.
- Limited Access (no approval/export): This role has access only to the data uploaded by themselves. It is useful in cases where you do not want 2 users from the same business to view each other’s data. Users with this role can perform the following actions in Receipt Bot:
– Upload documents
– View only those documents that have been uploaded by them.
Option 2 – Edit access levels of existing users
To edit existing user’s access in Receipt Bot, follow these steps:
Step 1 – Navigate to the Business Configuration page from the Business Menu.
Step 2 – Click the Business Users tab.
Step 3 – Click the Edit button next to the relevant user.
Step 4 – Update the user’s access level as required.
Step 5 – Click the Save icon to save the changes.
The user’s access level will be updated immediately.
Option 3 – Remove access of a user from a business
To remove the existing user from a business, follow these steps:
Step 1 – Navigate to the Business Configuration page from the Business Menu.
Step 2 – Click the Business Users tab.
Step 3 – Select the relevant user(s) by checking the box next to their name.
Step 4 – Click the Remove button on the top right corner of the screen.
Step 5 – Click the Yes button.
This will remove access for all the selected users from the current business in the Receipt Bot.
Limitations in Receipt Bot mobile apps
Receipt Bot Mobile Apps currently does not support features related to inviting new users or managing existing user access to the business.
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Frequently Asked Questions
Q. How to add a new user to your Receipt Bot business?
You can add a new user by navigating to the Business Configuration page from the Business Menu, clicking on the Business Users tab, and then selecting the Invite User button. Fill out the required details (email address, first name, last name, and choose their role), and click Send Invite. Once the invited user accepts the invitation via email, they will have access to your business.
Q. How do you remove a user from your Receipt Bot business?
To remove a user, go to the Business Configuration page and click on the Business Users tab. Check the box next to the relevant user’s name, click the Remove button at the top right corner, and then confirm by clicking Yes. This action immediately revokes their access to your business.
Q. How do you update a user’s permissions or change their access level in your business?
To update a user’s permissions, navigate to the Business Configuration page and select the Business Users tab. Click the Edit button next to the user you wish to modify, adjust their access level as needed, and click the Save icon to apply your changes immediately.
Q. What roles can be assigned to users, and what are their permissions?
When inviting someone, you have several role options:
– Business Admin: Provides full access to the business—including uploading, approving/exporting documents, managing integrations, and user access—but does not include access to the practice dashboard, billing, or the ability to add new businesses.
– Business User: Allows users to upload, approve, or export documents with some restrictions.
– Limited Access (data uploaded by user): Permits users to upload, approve, and export only the uploaded documents.
– Limited Access (no approval/export): This lets users upload documents and view only their uploads without approval or export capabilities.
Q. What should you do if an invited user does not receive the invitation email?
If an invited user doesn’t receive the email, double-check that you entered the correct email address. Ask the invited user to check their spam or junk folder. If the issue persists, try resending the invitation or contact Receipt Bot support for further assistance.
Q. How long is the invite URL active?
The invite URL remains active for one week. After that, the URL expires, and you’ll need to re-invite the client.
Q. What if a user hasn’t responded to the invitation email?
You can resend the invitation directly from the Business Users tab if the user hasn’t responded. If a resend option isn’t available, remove the pending invite and send a new one.
Q. If you invite a user at the business level, can they have different roles across multiple businesses?
When inviting users at the business level, you must invite them individually for each business by navigating to that business’s configuration page. This means you can assign different roles to the same user across different businesses if needed.