Yes, you can set up a user to submit bills without granting them access to sensitive company information. To do this, assign the user specific permissions that allow them to create and submit bills while ensuring they do not have visibility into financial reports, budgets, or other confidential data. This can be achieved by assigning the pre-configured Employee role to the user, or by customizing their role within the system to limit their access appropriately.

Why is this page important?
Understanding how to manage user permissions effectively is essential for safeguarding your company’s sensitive information while still enabling necessary operational functions like bill submissions. Properly configured permissions help maintain security and compliance.

Next Steps:

1. Log into the System: Access your OFX account using your administrator credentials.

2. Navigate to User Management: Locate and click on the “Team” tab from the main menu or dashboard.

3. Select Add User Option: Look for an option labeled “Add user.”  Click this button to start the process.

4. Enter User Details: If prompted, fill out the required fields for the new user, which may include (alternatively, you will be prompted for these details at step 5):

• Email Address: Enter the user’s email address for communication and login purposes.

• Enter Name: Enter First name and Last name.

• Role/Permissions: Assign the Employee pre-configured role to the user.

• Note, the Employee role has preassigned default access to View own card and expenses under the Cards menu option.  The Can be added as approver to policies is also enabled under Approval menu option by default. The View own bills option is enabled under Bills by default. These options cannot be disabled.  
  

  

5. Complete the Professional email, First name, and Last name.  Click Add to add the user. 

6. A confirmation message will appear at the bottom of the screen to confirm that the user was successfully added:

7. An invitation email is also sent to the user.

8. Alternatively, you can adjust an existing user's configuration to limit their access to company information, by assigning the Employee role. This will allow them to submit bills without providing them access to view other users' submissions.

Do the following steps:

a. Repeat steps 1 and 2 above.

b. Search for the user you would like to adjust, by entering their name or email address in the search field provided:

c. Click on the Role dropdown. Select the Employee role from the dropdown.

c. Click Save to implement the new configuration.

d. A message is shown confirming that the role has been updated:

Accountants:

Accountants should periodically review user permissions to ensure that only necessary access is granted. They may also need to provide guidance on which permissions are appropriate based on the user’s responsibilities.

Multi Businesses:
For organizations with multiple entities, it is recommended to establish uniform guidelines for user permissions across all businesses. This ensures consistent management of access rights and helps mitigate risks associated with unauthorized data exposure.

Related FAQ Articles:

• Can I set up a user to submit expenses without providing them access to view other users’ submissions?

• What permissions do I apply to create a card for a user without granting access to company information?