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Help Center › Configuration › Maxio Core › Account & User Settings

Understand User Roles and Access Controls

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Last updated on Sep 19, 2026

Every user in Maxio holds a role per application, set under Access Controls when you create or edit that user. The tables further down describe what each role can do, so you can give someone the least access that still lets them do their job.

How roles are assigned

Maxio Access and Expenses Access are set per entity and per instance, so one user can hold a different role in each instance your account contains. Advanced Billing Access is the exception: it is account-wide, and changing it on one instance applies it everywhere.

Two of the three columns only appear when they apply to you.

  • Advanced Billing Access appears only if an Advanced Billing role applies to your account.
  • Expenses Access appears only if Expenses is enabled for your account.

The Admin checkbox above the table overrides all three. Checking it creates an admin-level user in every Maxio application within the entity and any sub-entities, so use it only when someone genuinely needs full control everywhere.

Important: Choosing Admin User under Maxio Access also sets Expenses to Bookkeeping User and disables the Expenses dropdown. There is no Admin role for Expenses. The two are not independent.

A user needs a Maxio Access role before they can hold an Expenses role. Setting Maxio Access to No Access forces Expenses to No Access as well.

Maxio Access roles

Maxio Access governs Maxio Core itself. Each role builds on the one before it, so a Bookkeeping User can do everything a Report User can, plus the record work listed below.

Roles controlling access to Maxio Core

RoleDescription
No AccessDoes not have access to Maxio.
Admin UserHas complete control over the configuration of your Maxio account. This includes:
  • Managing users (create, edit, and deactivate)
  • Modify-all for core objects
  • Configuring integrations
  • Working with registers
  • Accounting preferences
User examples: CFO, VP of Finance, Controller
Bookkeeping UserHas the ability to add:
  • Customers
  • Transactions
  • Invoices
  • Revenue records
Bookkeeping Users have no access to administration and configuration functions, but they can run syncs to integrated applications. Note that they cannot set up profiles for items synced from QuickBooks, as that remains an admin-only function. User examples: Controller, A/R Function, A/P Function, Accounting Manager
Report UserCan create and run their own reports, as well as run any reports created by other users. Report Users cannot add or modify any configuration or transaction information; they can simply run reports against existing information. User examples: CEO, Business Analyst

Advanced Billing Access roles

This column appears only when Advanced Billing is enabled for your account. Unlike the other two, the role you pick applies across every instance rather than per instance.

Roles controlling access to Advanced Billing

RoleDescription
No AccessDoes not have access to Advanced Billing.
Team MemberA user on the account without admin privileges.
Admin UserHas full access to all sites.

Expenses Access roles

This column appears only when Expenses is enabled. A user needs a Maxio Access role before they can hold an Expenses role, and there is no Admin level here.

Roles controlling access to Expenses

RoleDescription
No AccessDoes not have access to Expenses.
Bookkeeping UserHas the ability to add:
  • Vendors
  • Expense Transactions
  • Bills
  • Expense Entries
Bookkeeping Users have no access to administration and configuration functions, but they can run syncs to integrated applications. Note that they cannot set up profiles for items synced from QuickBooks, as that remains an admin-only function. User examples: Controller, A/R Function, A/P Function, Accounting Manager
Report UserCan create and run their own reports, as well as run any reports created by other users. Report Users cannot add or modify any configuration or transaction information; they can simply run reports against existing information. User examples: CEO, Business Analyst

To create, edit, and deactivate the users these roles apply to, see Manage Users.

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