Roles & permissions
Everyone in a business has one of three roles. The role decides what they can see and change in that business only; the same person can be an owner of one business and an accountant in another.
| Owner | Member | Accountant | |
|---|---|---|---|
| View invoices, quotes, clients, reports | ✅ | ✅ | ✅ |
| Download PDFs and run exports | ✅ | ✅ | ✅ |
| Create and edit invoices, quotes, clients, items | ✅ | ✅ | ❌ |
| Record payments, confirm payment claims | ✅ | ✅ | ❌ |
| Record expenses and time | ✅ | ✅ | ❌ |
| Business profile, logo, invoice template | ✅ | ❌ | ❌ |
| Numbering, currency, and tax defaults | ✅ | ❌ | ❌ |
| Add, remove, and re-role team members | ✅ | ❌ | ❌ |
| API keys and webhooks | ✅ | ❌ | ❌ |
Everyone, whatever their role, can always change their own language, theme, notification preferences, password, and profile.
Owner
Full control. Owners do everything a member does, plus the things that shape the business itself: the profile and logo, the invoice template, invoice numbering and prefixes, currency and tax defaults, the team, and API keys and webhooks.
Whoever creates a business is its first owner. You can promote others to owner as well.
A business must always keep at least one owner. weBiller refuses the last owner’s removal or demotion; promote someone else first.
Member
The day-to-day role. Members work inside the business: create, edit, and send invoices and quotes, manage clients and items, record payments, expenses, and time.
What they can’t touch is the business setup: profile, branding, numbering, tax defaults, and the team list are owner-only.
Accountant
Built for the external bookkeeper who needs to see the books without being able to change them.
An accountant can:
- See every financial record in the business: invoices, quotes, credit notes, payments, expenses, time, clients, and reports.
- Download invoice and quote PDFs.
- Run every export: CSV and the full JSON account copy.
An accountant cannot create, edit, or delete anything in the business. That’s enforced by the server, not just hidden in the interface: even a direct API call is refused.
While signed in as an accountant:
- A banner reads Accountant access. You can view, download, and export everything in this business, but not change it.
- Create and edit buttons are hidden rather than shown-and-broken.
- Opening a create or edit page directly shows Accountant access is read-only with a way back.
Read-only applies to the business. An accountant still controls their own account: password, profile, language, theme, and notifications.
Assigning a role
Make the business active
Team management only appears when that business is the active one.
Open the business
Settings → My businesses, then open it and scroll to Team members.
Add someone
Choose Add member by email, pick Member or Accountant, and add them. They must already have a weBiller account.
Change a role later
Use the role dropdown on their row. Changes take effect on their next request, with no re-invite needed.
Giving your bookkeeper the Accountant role beats emailing a folder of PDFs at year end: they pull what they need, whenever they need it, and can’t accidentally edit a sent invoice.