Users & Roles

Users & Roles

1.) Introduction

Welcome!

Welcome to the Users & Roles course.

You will be taken through creating users on your test account and learn about the different roles and permissions that BIll.com offers.

Create a User

Learning Objectives

After completing this course, you will be able to:

  • Create a user
  • List the different types of notifications

Create a User

Log into your test account and go to:

Gear Icon > Settings > under Permissions, click on Users

You'll see the users on the account along with the role, authorized funding method, and the email.

Click on "New" to create a new user.

In order to create a user with the correct permissions (role), we need to understand what their job role is and what functions they are going to do. The last thing you want to do is give too many permissions that might open up the company to risk and fraud.

In this example, you need to create a user that will be entering bills, creating vendors, and make offline payments.

Fill out the first name, last name, and email. You can use an email alias similar to the other courses.

Use your Bill.com gmail and add a "+2" before the @ sign. Ex:  [email protected]

You will still get the email to your gmail inbox.

First Name: Janay

Last Name: Garcia

Email: [email protected]

Time Zone: Pacific Time

Role: Clerk

 

 

The reason why we are selecting "Clerk" is because only three permissions are allowed.

Please review the image on the left.

The three permissions are:

  • Manage Vendor
  • Manage Bill
  • Record Payments made outside of Bill.com

 

 

 

 

 

 

Click "Save".

Email Notifications

Once you click "Save", you'll be brought to an Email Preferences page.

There are several types of notifications you can set for each user.

Below are the instant notifications available:

  • Bill or Vendor Credit needs approval or gets denied
  • Bill or Vendor Credit is ready to be paid
  • Bill is scheduled to be paid
  • New item in the Inbox
  • Invitation to be connect, invitations are accepted, and other network updates
  • Notes from customer or vendor

There is a periodic summary option available as well

  • To Do List Summary
    • Daily (Monday - Friday)
    • Weekly on: select a day(s)
    • Monthly: select a day(s)
    • Never

You can leave the default settings and click "Save".

You can see the newly created user on the Users List.

Knowledge Check 1

Where do you go to add a new user?

  • Gear Icon > Settings > Users
  • Gear Icon > Settings > under Permissions, click on Users
  • Gear Icon > Settings > under Permissions, click on Permissions
  • Gear Icon > Settings > under Permissions, click on Employees

Knowledge Check 2

Click on the option that allows a user to receive email notifications when a bill is ready to be paid.

Note: No need to click Save

Knowledge Check 3

Click the option that allows a User to never be sent a “To Do List” notification.

Note: No need to click Save

Knowledge Check 4

Click on the options to be sent To Do List notifications on Monday only

Note: No need to click Save

User Features

Learning Objectives

After completing this course, you will be able to:

  • Demonstrate how a customer can change their password

  • Demonstrate how a customer can add a picture to the user profile

  • Explain the benefits of multi-factor authentication

Change your Password

There are times when a user wants to change their password.

One way to change the password is to do it in the account itself.

Note: Users can only change their own password. Administrators can't change another user's password.

Go to: Gear Icon > Settings > under Permissions, click on Users, click on your name > hover on Details > click Change Password

  • Enter your existing password
  • Enter a new password
  • Verify the new password
  • Click Save

 

 

The new password needs to have at least 8 characters, with one number or symbol, one uppercase letter and one lowercase letter.

Add a Picture to your User Profile

Adding a profile picture can help make using Bill.com more personal.

You can add a picture to your user profile by going to:

Gear Icon > Settings > under Permissions, click on Users > click on you name > next to the image, click on Change Picture

If there is no picture, you'll see the option to ”Upload a Picture”. Once a picture is there, it changes to “Change Picture".

Once a picture is loaded, you can remove by clicking “Change Picture”.

Bill.com Multi-Factor Authentication (MFA)

Multi-Factor Authentication (MFA) is a type of verification that adds an additional layer of security to your Bill.com account by requiring not only your username and password to log in, but also a phone which makes it extremely difficult for someone to break in to your Bill.com account.

This security feature greatly reduces the chance of someone creating fraudulent transactions or accessing personal or company information if your account login information is stolen.

Review the Bill.com Multi-Factor Authentication (MFA)

Login History

Bill.com also tracks when users login and logoff and may be important for audit purposes.

To see your own login activity, go to:

Gear Icon > Settings > under Permissions, click on Users, click on your name > hover on Details > click on Login History

Below is a sample:

Knowledge Check 1

What is the minimum characters needed to enter a new password? 

  • 10
  • 6
  • 9
  • 8

Knowledge Check 2

True or False

  • Gear Icon > Settings > under Permissions, click on Users > click on you name > next to the image, click on Change Picture

Knowledge Check 3

is a type of verification that adds an additional layer of security to your Bill.com account by requiring not only your username and password to log in, but also a which makes it extremely difficult for someone to break in to your Bill.com account.

This security feature greatly reduces the chance of someone creating fraudulent or accessing personal or company information if your account login information is stolen.

Roles

Learning Objectives

After completing this course, you will be able to:

  • List the default user roles

  • Compare and contrast the different types of roles

  • Create a custom role

Default Roles

Bill.com enables you to assign different roles to different users, and in that way configure the application to best suit your desired business process.

There are 5 defaults roles:

  1. Accountant
  2. Administrator
  3. Approver
  4. Clerk
  5. Payer

Let's look at a few scenarios of how the default roles can be used.

Small Business

Small business with the owner and an accountant managing Payables

This business uses on an outside accountant to enter bills and process the company’s payables online via Bill.com.  The accountant also uses QuickBooks to manage other aspects of the organization’s finances.  The company owner, or a finance person in the company pays the bills.

In this case, you could set up user roles in Bill.com as follows:

  • The owner is assigned the role of  Administrator in Bill.com, which enables him or her to handle all aspects of the payables process, including paying bills via Bill.com (The user needs to go through a verification process to pay bills via Bill.com). In this scenario, their primary task will be to pay bills.
  • The accountant is assigned the role of  Accountant in Bill.com, which enables him or her to handle most aspects of the payables process, except paying bills via Bill.com. In this scenario, their primary task is to enter bills and sync with the accounting system.

Medium Business

Medium-sized organization with an AP department  

This business relies either on an accounts payable department or an outsourced CPA firm to manage its payables.  The process of entering, managing, approving, scheduling, and paying a bill is spread across several individuals, each of whom handles only a piece of the overall process.

In this case, you could set up user roles in Bill.com as follows:

  • The data entry user (e.g. A/P Clerk in your company) is assigned the role of Clerk in Bill.com, which enables him or her to enter/update bills as well as enter/update vendors. If you want to limit the ability of the data entry user to only enter bills (and not enter/update vendors), for example, you can create your own custom role.
  • The department head (e.g. Marketing Director in your company) is assigned the role of Approver in Bill.com. They can then approve individual bills assigned to them for payment.
  • The authorized check-signer (e.g. controller/CFO in your company) is assigned the role of Payer or Administrator in Bill.com. If you want a clear separation of duties in your organization, use the role of Payer. If the person paying the bills may also be routinely performing other tasks such as syncing with the accounting system, managing users etc, use the role of Administrator. If you want tighter controls, then  create your own custom role.

Create a New Role

Let's create a new role.

The new role needs to have full permissions just like an Administrator except they can't pay unassigned and unapproved bills.

Go to: Gear Icon > Settings > under Permissions, click on Roles > click Administrator

What we'll do is clone the Administrator role and adjust to fit our criteria.

Hover on Details and click Clone

Rename the new role to: Admin (limited)

 

 

 

 

 

 

 

 

 

 

 

 

  • Uncheck "Pay unassigned bills via Bill.com
  • Uncheck "Pay unapproved bills via Bill.com

Click Save

 

If you go back to the Roles page, you'll see the new role - Admin (limited access).

 

Knowledge Check 1

How many default roles does Bill.com offer?

  • 4
  • 1
  • 3
  • 5
  • 2

Knowledge Check 2

Small Business

  • The owner is assigned the role of    in Bill.com, which enables him or her to handle all aspects of the payables process, including (The user needs to go through a verification process to pay bills via Bill.com). In this scenario, their primary task will be to .
  • The accountant is assigned the role of   in Bill.com, which enables him or her to handle most aspects of the payables process, . In this scenario, their primary task is to enter bills and sync with the accounting system.

Knowledge Check 3

What are the two options that need to be unchecked to not allow a user to pay unapproved or unassigned bills?

  • Pay unassigned bills via Bill.com & Pay unapproved bills via Bill.com
  • Pay assigned bills via Bill.com & Pay unapproved bills via Bill.com