| Role | Create order draft | Confirm / dispatch order | Pack order | Record payment | Void invoice | Edit pricing |
|---|---|---|---|---|---|---|
| Owner | Allowed | Allowed | Allowed | Allowed | Allowed | Allowed |
| Accountant | Not allowed | Not allowed | Not allowed | Allowed | Not allowed | Not allowed |
Overview
The Accountant keeps the money side clean: record payments, send payment links, hand out invoice PDFs, and pull financial and Tally reports. It is the role you give the person who chases collections and squares the books — without handing them the keys to orders, stock, or pricing. They see what customers owe and what came in; they do not raise or cancel invoices, and they cannot move operations.
Where to find it
An Accountant signs in to their own home dashboard at /home-accountant. From the sidebar they reach the surfaces tied to their permissions:
- Invoices —
/invoices(and any invoice at/invoices/[id]) - Record a payment —
/payment-record - Customers —
/customers(read-only) - Pricing & Quotes —
/pricing-quotes(read-only) - Reports —
/reports
This role is web-only. There is no Accountant mobile app — the field apps are built for sales, warehouse, and delivery.
Key concepts
- A is a single payment entry against an invoice — say a Rs 50,000 NEFT today and a Rs 1,00,000 cheque next week, two tenders on the same bill. The Accountant can add a tender but cannot remove one.
- Voiding an invoice cancels it entirely. This is an Owner-only action — the Accountant never sees a working Void button.
- A payment link is a customer-facing link the Accountant generates so the buyer can pay online against an open invoice.
- The Tally export is the report bundle your CA pulls into Tally. The Accountant holds this one (
reports.tally-export) — but not the GSTR-1, GSTR-3B, or HSN-summary exports.
Common workflows
Open /payment-record (or the invoice at /invoices/[id]), pick the customer and invoice, enter the amount and mode, and save. This adds a tender and marks the invoice paid or part-paid.
Open the invoice, hit Create payment link, and share it on WhatsApp. When the customer pays online, the payment lands back against that invoice.
From /invoices/[id], download the PDF and forward it. No re-keying into a separate billing tool.
Go to /reports for collections, receivables, and the financial summary, then generate the Tally export bundle for your CA.
Open /customers and drill into a customer to read their ledger and outstanding balance before you chase them.
Role notes
The Accountant owns the invoice-payment surface and financial reporting, and reads customers and pricing. It deliberately holds no operational access — no orders, inventory, returns, or intake — and no pricing or platform-admin powers.
| Role | View invoices | Record payment / add tender | Generate PDF & payment link | Void invoice | Generate / finalize invoice | Remove a tender | Tally export | Change pricing | Run operations |
|---|---|---|---|---|---|---|---|---|---|
| Owner | Allowed | Allowed | Allowed | Allowed | Allowed | Allowed | Allowed | Allowed | Approval |
| Accountant | Allowed | Allowed | Allowed | Not allowed | Not allowed | Not allowed | Allowed | Not allowed | Approval |
What the Accountant can do: view invoices and payments, generate PDFs, record payments and add tenders, create payment links, read customers and pricing, and read the reports including the Tally export.
What only the Owner can do: void or cancel an invoice (invoicing.void), remove a tender (invoicing.tender.remove), and everything platform-admin (team, roles, settings, feature installs). Raising invoices — generating and finalizing them — sits with operations and the Manager, not the Accountant.
The team-invite screen describes the Accountant as handling "exports." In the live permission binding, the Accountant gets only the Tally export (reports.tally-export). The GST returns — GSTR-1, GSTR-3B, and the HSN summary — are not granted to the Accountant by default. If your CA needs those filings, the Owner has to grant the export keys explicitly.
Tips & time-savers
Send the payment link straight onto the customer's WhatsApp from the invoice. The buyer pays online and the tender lands back on the invoice automatically — no follow-up call to confirm "paisa aaya kya."
The Accountant can read /customers and /pricing-quotes end-to-end, so you can verify a customer's outstanding balance and the rate they were billed at before you record a payment — no need to ping the Manager for context.
Gotchas
The Accountant cannot void or cancel an invoice — that is Owner-only and there is no way around it. If a wrong invoice goes out, the Owner has to void it. Likewise, a tender you added by mistake cannot be removed by the Accountant; only the Owner can pull a tender back off an invoice. Record carefully.
A second trap: the Accountant has zero operational reach. There is no orders, inventory, returns, or intake access, and no way to generate or finalize an invoice. If you need an invoice raised against an order, that is the Manager's or operations' job — the Accountant only records what comes in after.