BillGrid

Features / Staff and permissions

Give people the work.
Choose their access.

A login, the clients someone works on, and permission to see or handle money are separate decisions. Set each deliberately so your team can work within the right boundaries.

  1. 01 / ADD

    Give them a login.

    Open Staff & Contractors from the account menu. Choose Add staff or Add contractor, enter their details and set the temporary password.

  2. 02 / ASSIGN

    Choose their clients.

    Where your plan includes client selection, choose All clients or Chosen clients. Search by client or contact; Copy from reuses a teammate's selection.

  3. 03 / AUTHORIZE

    Choose their money level.

    With client selection available, open the client's people from its avatars or Add people. Choose the person's money level and review the effect before saving.

One level per person

Doing the work.
Seeing the money. Handling it.

Work only.

Work with tasks, hours and timers on reachable clients. Invoice totals, rates and financial reports stay hidden. People can still see the amounts on their own expenses.

Sees money.

Read amounts, invoices, estimates and payments, and open reports over reachable clients. Seeing the figures does not authorize sending bills or recording payments.

Handles money.

Also create and send invoices and estimates, record and correct payments, use credit and manage project billing terms. This level includes seeing money.

The money level belongs to the person across every client they reach. Changing it while adding them to one client changes their level on their other clients too.

Three boundaries, together

Billing access is not
account administration.

Company-wide settings and staff management remain the administrator's. Handles money does not grant those controls or access to every client. The account owner reaches every client and handles money.

See how report access follows clients.

Illustrative access exampleSam works on Northwind.

With Sees money, Sam reads Northwind's invoices and reports. With Handles money, Sam can also bill Northwind. Neither choice grants access to an unassigned client or company settings.

Example access for one assigned client.

When responsibilities change

Change the access.
Keep the work intact.

Decide what happens next.

All clients includes archived clients and future additions. With Chosen clients, tick And new clients too if new clients should be assigned automatically. Review who gains or loses access before saving.

Keep the record.

Removing a client unassigns that person's open tasks there and stops and logs their running timer. Existing time and expenses remain. The confirmation's Undo restores client access and task assignments.

Explore the client and project workspace.

Good to know.

Read the staff guide
Which plans include staff?

Staff logins are available on Pro and Team. Seats and client-selection availability depend on the plan; review current plan allowances before adding people.

Can I resend an invitation?

Use Resend invite from the staff list. Staff and contractors have separate add actions; choose the appropriate kind when creating the person.

Full-size screenshot