# User roles Your organization is unique, and so is how Your team handles invoices. Maybe You have a small finance team where everyone wears multiple hats, or perhaps You're part of a larger organization with clearly defined approval hierarchies and strict audit requirements. Fitek's flexible role system is designed to match how Your team actually works. Each person gets exactly the access they need - nothing more, nothing less. Whether You need someone who can see everything but change nothing (like an Auditor), or someone who can handle the day-to-day invoice processing but shouldn't touch system settings (like an Assigner), we've got You covered. ### How roles work **Role assignments**: Your Administrator assigns roles based on what each person needs to do. Most people have one main role, but some roles can work together - for example, an Approver can also have the "Completing Workflow" role to make them the final decision-maker. **Combining roles**: Some roles complement each other naturally (like Approver + Completing Workflow). Others are standalone because they serve different purposes (like Reviewer, which works alone or paired with Completing Workflow). The Auditor role, for instance, never combines with others - it's read-only by design. **When roles change**: Your Administrator can update roles whenever someone changes position, when new modules are introduced (like Purchase Orders or Expenses), or when Your audit requirements shift. *** ### Core roles #### Administrator **Who uses this role**: Finance process owners, key system users, trusted decision-makers. **What Administrators can do**: * Full system control: change all settings and configurations * User management: create new users and modify existing accounts * Complete invoice oversight: view and manage every invoice, regardless of status * Data management: modify accounting data, account numbers, and dimensions * Workflow control: create and manage confirmation flows and automatic postings * Advanced capabilities: enhanced search, manual invoice entry, CSV/XLS export * Cleanup: delete invoices when necessary **How it works**: When You log in as Administrator, You see everything - the complete invoice pipeline (new, awaiting confirmation, completed), all system settings, and user management tools. This is the highest level of access in Fitek, so it's typically limited to a small number of trusted people. **Example**: Your Finance Director needs to approve the company's approval workflows, adjust system settings for a new cost center, and see invoices across all departments. Administrator is the right role. *** #### Accountant **Who uses this role**: Accounts Payable team members, finance clerks, shared service centre staff. **What Accountants can do**: * Full invoice management: edit invoice details, delete invoices, complete processing * Financial oversight: access to accounting functions, automation rules, supplier data * Data export: download invoice data to CSV or XLS for reporting **What Accountants cannot do**: * Manage user accounts * Change company-wide settings * Configure confirmation flows **How it works**: Accountants are essentially super-users for day-to-day invoice operations. They handle the invoice lifecycle - from arrival to posting - but can't touch the organizational structure or settings. Think of them as the operations backbone: they make invoice processing work smoothly without reshaping how the system is configured. **Example**: Your AP team lead uses the Accountant role to ensure invoices are categorized correctly and to run monthly reconciliation exports. They don't set up new approval workflows - that's for the Administrator - but they have full visibility into the invoice processing engine. *** #### Assigner **Who uses this role**: Central invoice intake teams, AP "front desks", invoice coordinators. **What Assigners can do**: * Direct invoices to confirmation flow: route new invoices into the right approval pathway * Manual invoice creation: create new invoices directly in Fitek * Invoice editing: change invoice details and information * Company-wide search: find any invoice in the system * Document management: attach new documents to invoices **Important**: Assigners cannot be part of the approval process themselves. If an Assigner also needs to confirm invoices, they must also have the Approver role. **How it works**: If Your organization has a central team that decides "where should this invoice go for approval?" - that team uses the Assigner role. They're the traffic controllers, making sure each invoice reaches the right approvers. They see all invoices but typically don't approve them. **Example**: Your centralized invoice intake team scans and uploads invoices from all departments. Using the Assigner role, they route invoices to the correct department heads and ensure nothing gets lost. They might also manually enter invoices that didn't come through Your automated supplier channels. *** #### Approver **Who uses this role**: Managers, cost centre owners, department leads with budget responsibility. **What Approvers can do**: * Receive notifications: email alerts when invoices await their confirmation * Confirm invoices: approve invoices, with optional comments * Reject invoices: send invoices back with required rejection comments * Reassign invoices: redirect invoices to other approvers * Manage invoice data: add or edit information in invoice headers and rows * Transaction management: post transaction rows in the detailed view * Document management: attach new documents to invoices * Search: browse Your invoice register for past approvals **Access limits**: Approvers see only invoices assigned to them. They can't view other departments' invoice queues. **How it works**: Approvers are the decision-makers in the invoice workflow. They check invoices for correctness and policy compliance, then confirm or reject. Each Approver typically sees their own queue of pending invoices. **Example**: Your department manager checks each invoice routed to them, verifies the expense is legitimate and approves it. If something looks wrong, they reject it with a comment explaining why. {% embed url="" %} *** #### Reviewer **Who uses this role**: Users who need to approve invoices but should not modify them. Good for secondary approvers or compliance roles. **What Reviewers can do**: * Approve, reject, or skip invoices * Download attached documents * Export transaction details to Excel * View activity history and approval logs * Manage Their own account (name, password, email) **What Reviewers cannot do**: * Edit any invoice information * Link or unlink invoices to purchase orders * Change approval workflows * Modify any financial data **Special permissions**: Reviewers can add approvers, if they also have the "Completing Workflow" role. **Setup**: Reviewers cannot combine with other main roles. If someone needs Reviewer access, their previous roles must be removed first. Also note: Reviewer is not yet supported on the mobile app. **How it works**: Think of Reviewer as "approval without editing." Useful when You need someone to sign off on invoices (compliance check, secondary approval) but they absolutely cannot change amounts, accounts, or workflows. **Example**: Your internal auditor needs to review and approve a sample of invoices each month as part of Your compliance process, but should never be able to change invoice amounts or reassign them. Reviewer role is perfect here. *** #### Completing Workflow **Who uses this role**: Final approvers, finance controllers, CFO/Head of Finance. **How it works**: This is not a standalone role - it adds final approval authority to an existing role (typically Approver or Reviewer). **What it adds**: * Final confirmation rights: makes invoices ready for export upon completion * Invoice deletion: remove invoices when Your internal rules allow it * When paired with Reviewer: grants additional permissions including workflow editing and full document management **Why use it?**: Some organizations need a clear "final decision-maker" in their approval chain. The Completing Workflow role marks that person. **Example**: Your Finance Director has Approver + Completing Workflow. They can not only approve invoices but also mark them as fully complete, releasing them for export to Your accounting system. *** #### Auditor **Who uses this role**: Internal auditors, external auditors, compliance officers, managers who need visibility only. **What Auditors can do**: * View all invoices: complete read-only access to all company invoices * Review approvals: see what approvers confirmed and their comments * Access accounting details: view the accounting entries attached to invoices * Browse the invoice register: search and filter all company purchase invoices **What Auditors cannot do**: * Edit any information * Delete invoices * Confirm or reject invoices * Make any changes to the system **How it works**: Auditor is pure read-only. Useful for people who need full visibility (for compliance, analysis, or oversight) but zero modification rights. Perfect for the "trust, but verify" approach. **Example**: Your external auditor logs into Fitek once a quarter to review invoices and approval chains, confirming that Your financial controls are working. The Auditor role gives them complete visibility without any risk of accidental (or intentional) changes. *** #### Expense Creator **Who uses this role**: Employees who submit expense reports. **What Expense Creators can do**: * Create and submit expense reports via the Fitek mobile app * Submit reports manually on the web platform * View Their own submitted reports **Access**: Limited to personal expense data only. **Requirements**: Your company must have the Expenses module activated. **How it works**: If Your organization uses Fitek to manage employee expenses, this role lets team members submit their receipts and reports directly through the mobile app without granting them access to other company expenses. **Example**: Your sales team uses the Expense Creator role to photograph and submit receipts while traveling, and those reports automatically flow to accounting for reimbursement processing. *** #### Archive Viewer **Who uses this role**: Users who need historical information but don't participate in day-to-day processing. **What Archive Viewers can do**: * View historical invoices and purchase orders * Access related documents (depending on configuration) **Access**: Read-only access to archived data only. **How it works**: Useful for people answering historical questions or conducting analysis on past invoice activity without needing current approval rights. **Example**: Your Finance Analyst wants to investigate spending patterns from last year. The Archive Viewer role gives them the historical records without cluttering their interface with current invoices. **Requirements:** Your company must have the Archive module activated and archived invoices available. *** #### Purchase Order roles Fitek has two dedicated PO roles if Your organization uses the Purchase Orders module: **PO Creator**: Employees and departments who create and submit purchase requests. They can assign approval workflows to their own POs and edit them while in Draft status. **PO Administrator**: Procurement managers and purchasing team leads who edit and create all POs across the organization. They can view, edit, and create all POs across the organization. They can assign workflows to any Draft PO, but final approval responsibility stays with the designated approvers. *** #### Sales Invoice Administrator **Who uses this role**: Sales administration staff, Accounts Receivable (AR) teams, centralized invoicing offices. **What Sales Invoice Administrators can do**: * Full control of sales invoices: create new, edit all (including those created by others) * Customer management: add and edit customer records * Settings configuration: accounting codes, product codes, and all sales invoice-related setup **Access**: When this is the only role assigned, the user sees a simplified dashboard focused on sales operations - no purchase invoice approvals. **Limitations**: Cannot combine with Reviewer or Completing Workflow roles, to keep sales and purchase invoice operations clearly separated. **How it works**: Sales Invoice Administrator is the business owner role for selling side - parallel to Accountant on the purchasing side. **Example**: Your billing team uses this role to create invoices for customers, adjust customer records, and manage the chart of accounts specific to Your sales operation. *** ### Export Manager **Who uses this role**: Users who need to re-export invoices that have already been sent to Your accounting system. **Important**: This role can only be assigned alongside the Administrator or the Accountant role. **What it does**: Allows re-exporting of approved invoices that have already been processed and exported, useful for corrections or retransmission. *** ### Role permission hierarchy Here's how roles stack in terms of access: ``` Administrator (complete control) ↓ Accountant (nearly full admin) ↓ Assigner (invoice routing & processing) ↓ Approver (confirmation & data editing) ↓ Expense Creator (expense submission only) ↓ Reviewer (approval only, no editing) ↓ Auditor (read-only) ``` The hierarchy doesn't mean lower roles are "worse" — they're designed for different jobs. An Auditor might have more authority in Your organization than an Assigner; the hierarchy just reflects system access levels. *** ### Combining roles: what works Some roles naturally work together: * **Approver + Completing Workflow**: Approver becomes the final decision-maker * **Reviewer + Completing Workflow**: Reviewer gains editing permissions and final approval authority * **Administrator + Export Manager**: Administrator can re-export invoices * **Multiple main roles for one person**: Some organizations assign both Approver and Assigner to the same person if they handle both approval and routing Roles that cannot combine: * **Reviewer + other main roles**: Reviewer is standalone (except for Completing Workflow) * **Sales Invoice Administrator + Reviewer or Completing Workflow**: Keeps sales and purchase operations separate *** ### Updating roles Your Administrator can change roles anytime. Common reasons include: * **Promotion or job change**: someone moves from Assigner to Approver * **New modules**: You activate Purchase Orders and assign PO Creator roles * **Staffing changes**: You restructure Your approval workflows * **Compliance updates**: You add Auditor or Archive Viewer roles for new regulatory requirements When reporting an issue to Fitek support, always mention the affected user's role(s) — it helps us reproduce and resolve problems faster. *** ### Choosing the right role for Your team Start by asking: "What should this person actually do in Fitek?" * **See and manage everything**: Administrator * **Handle daily invoice operations**: Accountant * **Route invoices to approvers**: Assigner * **Approve and confirm invoices**: Approver * **Just approve, don't edit**: Reviewer * **Make the final call**: Add Completing Workflow * **Watch, don't touch**: Auditor * **Submit Your own expenses**: Expense Creator * **Look up old records**: Archive Viewer If You're unsure, start with the narrower role and expand access if needed. Fitek's role system gives Your Administrator full control to adjust at any time. --- # Agent Instructions: Querying This Documentation If you need additional information that is not directly available in this page, you can query the documentation dynamically by asking a question. Perform an HTTP GET request on the current page URL with the `ask` query parameter: ``` GET https://fitek-learning.fitek.com/getting-started/getting-started-guide/user-roles.md?ask= ``` The question should be specific, self-contained, and written in natural language. The response will contain a direct answer to the question and relevant excerpts and sources from the documentation. Use this mechanism when the answer is not explicitly present in the current page, you need clarification or additional context, or you want to retrieve related documentation sections.