What Are Payment Roles?
A payment role defines:
What job titles or positions can do (view, create, approve, or manage payments)
Custom spending limits for individuals (e.g., "Sarah can approve up to $10,000 but John can approve up to $5,000")
Examples:
Warehouse Manager: Can approve payments up to $500
Accounting Manager: Can approve up to $10,000
Finance Director: Can approve any amount
Step 1: Create a Payment Role
Go to Settings > Company Billing > Roles
Click Create Role
Fill in:
Role Name
Enter the job title or role name (e.g., "Senior Customer Success Manager", "Warehouse Manager")
Spending Limit (Optional)
Leave blank for unlimited spending
Enter a dollar amount to cap spending (e.g., $5,000)
Users in this role can operate up to this limit
Invoice Permissions
Select what this role can do:
View only: Can see payments but can't make changes
Create: Can create and submit payments for approval
Approve: Can approve pending payments
Manage: Full access to create, approve, and manage all aspects of payments
Tip: You can assign different permissions to different roles. For example:
Warehouse managers: Create invoices
AP team: Approve payments
Finance director: Manage all
Click Create
Step 2: Assign Users to a Role
You can assign users to roles in two ways:
Option A: From the Role (Easier if you're setting up multiple users)
Go to Settings > Company Billing > Roles
Select the role you created
Click Add Users or + User
Search for and select the user(s)
Click Save
Option B: From Team Settings (Easier if you're editing one person)
Go to Settings > Company and Billing > Team
Find and select the user
Click Edit User or the three dots menu
Scroll to Payment Role
Select their role from the dropdown
(Optional) Set a custom spending limit for this specific person
Click Save
Step 3: Set Custom Spending Limits (Optional)
You can override a role's default spending limit for a specific person.
Example Use Case
Your "Accounting Manager" role allows $10,000 spending
But Sarah (accounting manager) is new and you want to limit her to $5,000 initially
John (senior accounting manager with the same title) can spend up to $15,000
How to Set a Custom Limit
Go to Settings > Company and Billing > Team
Select the user
Click Edit
Under Payment Role section:
The role name shows their assigned role
Enter a custom spending limit (leave blank to use the role's default)
Click Save
How Approval Rules Work
If you've set up multiple approval steps in your approval rules, all steps must be completed in order, regardless of payment amount. This isn't bypassed by spending limits. Example:
Your approval rules:
Step 1: Managers
Step 2: Senior managers
Step 3: Directors
What happens for ANY payment amount:
A $300 payment still needs all 3 approvals
A $50,000 payment still needs all 3 approvals
A $5 payment still needs all 3 approvals
Every payment goes through every step. There's no shortcut based on amount.
Viewing and Managing Roles
See All Roles
Go to Settings > Company Billing > Roles
You'll see:
Role name
Default spending limit
Number of users assigned
Permissions
Edit a Role
Select the role
Click Edit or the three dots menu
Change the name, spending limit, or permissions
Click Save
Note: Changes apply to all users with that role (unless they have custom individual limits).
Remove a User from a Role
Go to Settings > Company & Billing > Roles > select the role
Find the user
Click the X or Remove
Click Save
Next Steps
Make your first payment
Review Payment Approval Rules to ensure roles and approval flows align
Still Need Help?