Role-based access in billing teams

Billing systems hold customer details, prices and financial records. As soon as more than one person uses them, permissions matter.

Principle of least privilege

Give each person the minimum access needed for their job. It limits damage from mistakes and from compromised accounts.

A simple role set

• Owner or admin: full access, manages users and settings.
• Finance: invoices, payments, credit notes and reports.
• Sales: quotes and customer records, no ability to alter issued invoices.
• Support: read-only access to invoices and subscriptions.
• Viewer: reports only.

Separation of duties

The person who raises a large credit note should not be the only person who approves it. Even in a small team, a second pair of eyes on high-risk actions pays off.

Good habits

1. Review the user list every quarter.
2. Remove access the day someone leaves.
3. Use individual accounts, never shared logins.
4. Keep an audit log of changes to prices, invoices and customer details.

Customers and portals

External access needs the same care. A portal user should only ever see their own invoices.

Knock supports roles for team members so you can match access to responsibilities.