The permissions covered in this article specifically relate to accounting and financial data related access within your account. If you’re looking for broader permissions, including those relevant to non-practitioner users, you may find our User Permissions for Reception/Admin Staff article helpful.
- For access to financial reports and Xero Sync:
- Enable Two-Factor Authentication on their user account (enforced by Xero)
- Enable Profile Access: See only their clients. Access only their clients
- Select a Default Practitioner Profile: because Profile Access is set to See only their clients, this invite also needs a Default Practitioner Profile selected before it can be saved. Choose a practitioner here even though the accountant isn’t a practitioner themselves (in a single-practitioner practice, this is the practice’s only practitioner). Leaving this field blank blocks the save with the error: “This user doesn’t have a default practitioner and is not granted access to see all clients. Please either select a default practitioner, or grant access to see all clients.”
- Once a Default Practitioner Profile is selected, an Access Level choice appears: leave it set to its default, Administrative, rather than switching it to Clinical, so the accountant doesn’t get access to clinical notes, forms, files, and correspondence.
- Leave View All Calendars turned off. It isn’t needed for financial reports or Xero Export, and leaving it off means the accountant only sees their assigned Default Practitioner’s calendar; no other practitioner’s calendar is shown at all.
- Enable Financial permissions > Access Financial reports: Can access Client, Financial and Practice reports that contain financial data. Click Reports and search by name for any of the following:
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Activity
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Client reports:
- Client Sources
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Financial reports:
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Invoices & Payments
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Sales
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NDIS Bulk Upload
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Accounts Receivable
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Aged Receivables
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Practice reports:
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SMS Usage
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Telehealth Sessions
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AI Scribe Usage
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Recent Referrals
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‘Access Financial Reports’ will give access to Tools > Xero
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Note: Selecting a Default Practitioner Profile also affects what this user can see on the calendar. With View All Calendars left off as above, they only see their assigned Default Practitioner’s calendar, in full detail including client names; no other practitioner’s calendar appears at all. In a practice with only one practitioner, that’s the practice’s only calendar anyway. If a multi-practitioner practice’s accountant also needs to see appointments across every practitioner’s calendar, turning View All Calendars on shows every practitioner’s appointments, with grey blocks (no client details) on every calendar except their own Default Practitioner’s.
- For the ability to create and edit invoices and payments, enable
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Financial permissions > Access Client Invoices and Payments: Can view the list of invoices and payments for profiles they can access, including access to the Billing menu for all clients they can see. If not granted cannot view any client’s list of invoices and payments in their profile nor the Billing menu.
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Administrative permissions > Access all Referrer and Third Party Profiles: Can search for, run a list of, add, and access the profiles for all referrers and third parties. If not granted, can only see referrer or third party details in association with their clients
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Scheduling permissions > Edit Appointments > Edit Invoice Charges: Can see the invoices charge for appointments in the calendar and can edit the invoice. If not granted, will not see the invoice charge nor be able to edit the invoice.
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All users can access and use the Calendar Filter feature - no special permission needed!