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User Roles and Access Controls

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Last updated on Aug 26, 2026

Every user in Maxio holds a role per application, set under Access Controls when you create or edit that user. The tables below describe what each role can do, so you can pick the least access a person needs to do their job.

You set these roles per entity and per instance, so one user can hold a different role in each instance your account contains. Two of the columns are conditional:

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 is a shortcut that overrides all of the per-application roles. 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 grants Admin for Expenses, where Expenses applies. The two are not independent.

Maxio Access roles

Roles controlling access to Maxio Core

Role	Description
No Access	Does not have access to Maxio.
Admin User	Has 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 User	Has 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 User	Can 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

Roles controlling access to Advanced Billing

Role	Description
No Access	Does not have access to Advanced Billing.
Team Member	A user on the account without admin privileges.
Admin User	Has full access to all sites.

Expenses Access roles

Roles controlling access to Expenses

Role	Description
No Access	Does not have access to Expenses.
Bookkeeping User	Has 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 User	Can 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

Managing Users covers how to create, edit, and deactivate the users these roles apply to.

Still need help?
Reach out and our support team will take it from here.

Contact support

User Roles and Access Controls

··

Last updated on Aug 26, 2026

You set these roles per entity and per instance, so one user can hold a different role in each instance your account contains. Two of the columns are conditional:

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.

Important: Choosing Admin User under Maxio Access also grants Admin for Expenses, where Expenses applies. The two are not independent.

Maxio Access roles

Roles controlling access to Maxio Core

Role	Description
No Access	Does not have access to Maxio.
Admin User	Has 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 User	Has 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 User	Can 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

Roles controlling access to Advanced Billing

Role	Description
No Access	Does not have access to Advanced Billing.
Team Member	A user on the account without admin privileges.
Admin User	Has full access to all sites.

Expenses Access roles

Roles controlling access to Expenses

Role	Description
No Access	Does not have access to Expenses.
Bookkeeping User	Has 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 User	Can 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

Managing Users covers how to create, edit, and deactivate the users these roles apply to.

Still need help?
Reach out and our support team will take it from here.

Contact support

User Roles and Access Controls

Maxio Access roles

Advanced Billing Access roles

Expenses Access roles

Related information

User Roles and Access Controls

Maxio Access roles

Advanced Billing Access roles

Expenses Access roles

Related information