Granular Roles

Geekonomics ships with five user roles. Each maps to a real job an actual person on your team does. Setting people to the narrowest role that lets them do their work is the simplest way to keep your books safe.

The Roles

Admin. Everything. Settings, user management, period close, deletes, exports, API tokens, the lot. There must always be at least one admin. Reserve this for the business owner and (optionally) one trusted IT lead.

Bookkeeper. Writes financial data — transactions, invoices, bills, payments, reconciliations, journal entries. Can categorize, attach receipts, run reports, and approve bills below threshold. Cannot change company settings, manage users, lock or unlock periods, or generate API tokens. This is the right role for a contracted or in-house bookkeeper.

Accountant. Read-only across all data, plus the ability to export reports and PDFs. Cannot edit anything. The right role for an external CPA who reviews quarterly or signs off on year-end — they need to see everything but should never alter your books directly. Any change they want to see lands as an instruction to a bookkeeper or admin.

Approver. Restricted to bill approval. Can see bills in the pending queue and click Approve or Reject; can't create, edit, or pay bills, and can't see other parts of the app beyond what's required to evaluate the bill. Useful for separation of duties: one person enters the bill, a different person authorizes it.

Viewer. Read-only, no exports. The right role for stakeholders who need to see numbers — co-owners, board members, a financial advisor — without any ability to change anything or pull data out.

Picking the Right One

Default to the narrowest role. Promote when someone proves they need it; never start at admin "just in case." Roles are changed any time from Settings → Users by an admin.

What's next

User Management — adding and editing users.