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SmartBooks Staff / Limited Access Guide

Thulo SmartBooks – Accounting & Bookkeeping Module

Audience: Staff, Non-Finance Users
Purpose: Use SmartBooks safely with limited permissions

Purpose of This Guide

This guide is for staff users who have limited access to SmartBooks.

It explains:

  • What staff users can see and do

  • What they should not touch

  • How to work safely without breaking accounting data

This guide assumes:

  • SmartBooks is already set up

  • Permissions are assigned by an Admin

Who This Guide Is For

Typical staff users include:

  • Office staff

  • Operations staff

  • Assistants

  • Managers with view-only access

Staff users are not responsible for accounting setup.

What Staff Users Can Usually Do

Depending on permissions, staff users may be able to:

  • View bills or expenses

  • Enter basic bills or expenses (if allowed)

  • View bank transactions (read-only)

  • View reports

  • Track balances or summaries

Exact access depends on permissions set by Admin.

Common Staff Tasks

View Bills and Expenses

Staff may:

  • View vendor bills

  • Check payment status

  • Review expense records

📄 Related KBs:

  • Add new bill and approve (view or limited entry)

  • Pay Bill With Bank Payment or Credit Card (view only)

Enter Basic Records (If Permitted)

Some staff may be allowed to:

  • Enter draft bills

  • Upload documents

  • Add notes or references

⚠️ Draft entries usually require approval by finance or admin.

View Reports

Staff may have access to:

  • Income statement (view-only)

  • Expense summaries

  • Vendor balances

Reports are read-only.

What Staff Users Must NOT Do

Staff users should never:

  • Change SmartBooks Settings

  • Edit Chart of Accounts

  • Modify Mapping Setup

  • Edit opening balances

  • Reconcile bank accounts

  • Create journal entries (unless explicitly allowed)

If you see these options, do not use them.

How to Work Safely

Best practices for staff users:

  • Enter data carefully

  • Double-check amounts and dates

  • Do not guess account selections

  • Ask finance/admin if unsure

  • Do not delete records without permission

When to Contact Finance or Admin

Contact Finance/Admin if:

  • A bill looks incorrect

  • A payment is missing

  • A report looks wrong

  • You need additional access

  • You are unsure about an action

Nepal Context Notes

  • Payments are recorded, not processed

  • Bank transactions are imported manually

  • Check printing is not used

  • SmartBooks is for records and reporting only

Related Guides

  • Getting Started with SmartBooks

  • SmartBooks Admin Guide

  • SmartBooks Finance & Accountant Guide

End of Staff / Limited Access Guide

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