Roles and permissions

What the Owner, Admin, Accountant and Employee roles can do in Bilify, and how to give one person a custom set of permissions.

3 min read Updated 04.10.2026

Every member of a company has one role. The role decides which menu items they see and which buttons work for them. Roles are per company, so one person can be an Owner in their own company and an Accountant in a client's.

The four roles

  • Owner: everything, including choosing and paying for the plan. The person who created the company is its first Owner. A company always keeps at least one Owner.
  • Admin: everything except changing the plan. Admins can see the Billing page but cannot choose or change a plan.
  • Accountant: the books. Documents, clients, products, expenses, reports, contracts and e-Faktura, but no company settings, members or integrations.
  • Employee: day-to-day work without the final say. Creates and edits draft documents and clients, records expenses, cannot issue or delete.

What each role can do

Area Owner Admin Accountant Employee
Overview dashboard Yes Yes Yes Yes
Documents All All All, including issue, convert, delete and restore View, create and edit drafts
Clients All All All View, create, edit
Products and services All All All, including stock adjustments View only
Expenses All All All View and create
Reports All All View, create, run, schedule View only
Contracts All All All, including templates View, create, edit (not send)
e-Faktura All All All No
Support tickets All All View only All
Employees and shifts All All View only No
Members All All except granting Owner No No
Settings (general, numbering, document types, portal, notifications) All All No No
Email log and payment methods View and manage View and manage View only No
Integrations (API, webhooks, sandbox) All All No No
Activity log Yes Yes No No
Billing View and change plan View only View only No

What a person sees also depends on your package: a feature your package does not include stays hidden even for an Owner. See Your package.

Rules around the Owner role

  • Only an Owner can make someone else an Owner, or change another Owner's role.
  • Only an Owner can remove another Owner. Admins can remove other members, but not Owners.
  • You cannot remove or demote the last Owner. Make a second person Owner first.
  • An Owner's access cannot be customised; Owners always have everything.

Give someone custom access

When none of the four roles fits, you can tick exactly what one member may do.

  1. Open Members.
  2. Click the gear icon (Edit access) next to the member.
  3. Tick or untick permissions in each group, for example Documents > Issue.
  4. Click Save.

The member's role now shows as Custom. To go back to a standard role, pick it from the role dropdown; that replaces the custom set with the role's permissions.

You can only pass on what you have

When you save custom access, Bilify keeps only the permissions you hold yourself. An Admin cannot give someone the Billing > Manage permission, for example, because Admins do not have it.

When a menu item is missing

If a colleague says a page or button is missing, check three things:

  1. Their role in Members. Most missing items come from the role.
  2. Your package. Features like stock, contracts or shifts only appear on packages that include them.
  3. The company they are in. Roles differ per company; they may be looking at another company. See Run several companies.

Was this page helpful?

Related articles

Manage members See who has access to your company, change a member's role or custom access, and remove people who no longer need it. Invite your team Give colleagues and your accountant their own login to your company, pick the right role for each and know what the invitation email does. Troubleshooting common problems Quick fixes for common problems: signing in, missing emails, limits, missing menu items, PDFs, portal links and e-Faktura. Your package Find out which package your company is on, what its status means, which features it includes and what happens during a trial or a failed payment.

Still stuck?

Write to us and we will get back to you within one working day.

Contact us