Xero User Permissions Guide
Introduction
In Xero, you can collaborate easily by inviting multiple users to access your organization’s data. Each user can have specific roles and permissions, ensuring that everyone—from business owners to accountants—has the right level of access to perform their tasks efficiently.
How Many Users Can Be Invited to Xero? (How many users can Xero have?)
Xero allows an unlimited number of users to be added to your organization. This means you can invite as many people as needed, such as team members, accountants, or bookkeepers. There are no extra charges for adding users, and everyone can work together in real time. This flexibility is ideal for growing businesses that require multiple users to access financial information simultaneously.
Types of User Access in Xero (Xero's user role)
Xero offers different types of user roles and permissions to help you control what each person can view or edit. These roles ensure that users only access the areas relevant to their work.
Standard User – Can access most features like invoices, bills, and bank accounts, but cannot change organization settings.
Business and Payroll Admin – Has full access to both business and payroll features, including employee management and reports.
Invoice Only User – Can create and send invoices but cannot view sensitive financial data or reports.
Read Only User – Can view reports and transactions but cannot make any changes. Ideal for auditors or external reviewers.
Adviser – Usually assigned to accountants or bookkeepers who need full access to financial reports, reconciliations, and adjustments.
Cashbook Client (for Xero Partners) – Allows clients to record basic transactions while their accountant handles more advanced features.
These roles can also be customized further, allowing you to control access to specific areas like bank accounts, payroll, or reports.
How to Invite or Add a User in Xero
Inviting new users in Xero is quick and simple. Here’s how to do it:
Log in to your Xero account as a subscriber, administrator, or a user with manage user access permission.
In the top-left corner, click your company name, then select Settings from the dropdown menu.
Under the General section, choose Users.
Click Invite a User.
Enter the person’s name and email address.
Assign the appropriate role and permissions based on their responsibilities.
Click Send Invite.
The user will receive an email invitation. Once they accept it, they can log in and start accessing the organization according to the permissions you’ve set.
Frequently Asked Questions (FAQs) about Xero User Permissions Guide
Q: Who can add users in Xero?
A: Only subscribers, administrators, or users who have permission to manage users can add or invite new users.
Q: Can I add multiple users at once?
A: No, users must be invited one at a time. Each person will receive their own invitation email to join your Xero organisation.
Q: What permissions can I give to a new user?
A: You can assign specific access levels such as Payroll, Bank Accounts, Reports, or Business settings. Each area can be customised based on what the user needs to do.
Q: How do I know if the user has accepted the invite?
A: Go to Settings → Users. You’ll see the user’s name with an “Invite pending” status until they accept the invitation via email.
Q: Can I resend or cancel an invitation?
A: Yes. From the Users list, click the pending user’s name to resend the invite or delete it if no longer needed.
Q: How do I remove a user’s access later?
A: Go to Settings → Users, select the person you want to remove, and click Remove user. This will instantly revoke their access.
Q: What if I can’t see the Users option?
A: You might not have the right permissions. Ask the organisation’s subscriber or an admin to update your access level.
Conclusion
Xero makes it easy to work together by allowing unlimited users with customizable access levels. By assigning roles carefully, you can keep your financial data secure while enabling smooth collaboration across your team. Whether you’re working with employees, accountants, or advisors, Xero’s user management tools give you full control and flexibility.