Financial Access in the Menu
The menu shows each person only the financial pages they can actually use. Team members who can open a page but not change anything on it see an eye icon beside it.
New in v4.213.0. Before this release, a team member without access could see a financial link that opened an empty page or sent them home.
Overview
Four menu items follow each person's access:
| Page | Access levels |
|---|---|
| Invoices | Edit, view only, or hidden |
| Estimates | Edit, view only, or hidden |
| Orders | Edit, view only, or hidden |
| Revenue | Shown or hidden — it's a report, so there is no view-only mark |
The same rules decide what the pages themselves show, so the menu never offers a page that comes up empty. This works with any menu, not just the hub layout.
Who Gets What
Invoices and Estimates
A person gets, in this order:
- Edit — if they can manage invoices (or estimates). By default that's administrators and editors.
- View, every client's — if their role is ticked under Invoice Access (or Estimate Access) in Settings. See below.
- View, their own client's — if they're assigned to a client. This is how client users see their own invoices and estimates.
- Hidden — everyone else.
Orders
- Edit — people with both View invoices and Manage invoices
- View only — people with View invoices but not Manage invoices
- Hidden — people without View invoices
Revenue
Revenue shows only for people with both View invoices and Manage invoices. By default that's administrators, editors and system admins. Client users never see it. See Revenue Page.
The View-Only Eye
A team member who can open Invoices, Estimates or Orders but can't change anything there sees an eye icon after the page name in the menu. Hovering it shows View only. Screen readers hear "view only".
- Clients don't get the eye. They only ever view their own records, so it would be on every link.
- Revenue never gets the eye.
- The eye also shows in the hub row in the chat view.
Giving a Role View of Every Invoice or Estimate
To let an internal role — a bookkeeper or a project manager, say — see all invoices without being able to change them:
- Go to Settings → Invoice Settings
- Under Invoice Access, tick the role
- Save
For estimates, do the same under Settings → Estimate Settings → Estimate Access.
A role ticked here sees every client's invoices or estimates, not just the clients its users are assigned to. Only tick roles that should see all of your billing.
Administrators and editors always have access and don't need to be ticked. Clients always see their own and shouldn't be ticked.
People with a ticked role see the page in the menu with the eye icon, unless they can also manage invoices or estimates.
Users, Agents and Actions
The same release tidies three other links:
- Users and Agents show only for people who can view users.
- Actions shows only for people who can open the Actions page.
Anyone who can't open these no longer sees the link.
Notes & Gotchas
- The menu hides a link; it doesn't change anyone's access. To change what someone can do, change their role or permissions.
- A team member who isn't assigned to a client and doesn't have a ticked role doesn't see Invoices or Estimates at all — even though the page would open, it would be empty for them.
- If every link in a menu group is hidden for someone, the group is hidden for them too.