Xero is a cloud-based accounting software that enables small businesses, accountants, and bookkeepers to complete finance management tasks like tracking income and expenses, managing invoices and bills, reconciling bank transactions, and reporting on financial performance.
Table of Contents
Introduction to Xero
Some key features of Xero accounting software include:
- Real-time visibility into key financial numbers
- Automatic bank and credit card imports
- Invoicing and online payment capabilities
- Multi-user access and collaboration
- Integration with hundreds of business apps
- Scales with your business as it grows
Xero makes financial data input and reporting simple through automation and its user-friendly interface. It was designed specifically for small businesses to save time, reduce errors, and provide valuable financial insights.
Benefits of Multi-User Access
One of the most useful features of Xero is the ability to invite multiple users and assign different permission levels, enabling seamless collaboration.
Here are some of the key benefits of multi-user access:
Streamlined Teamwork
- Accountants, bookkeepers, and business owners can work on the same set of books simultaneously
- Tasks like data entry and bank reconciliation can be divided among employees
- Comments and notes facilitate communication within Xero
Enhanced Data Security
- Permissions can restrict access to sensitive financial data
- Activity logs provide visibility into user actions for auditing
- Control over external advisor access protects privacy
Flexible Permission Management
- Granular user roles and permissions enable customized access
- Specific access to invoices, bills, reporting and other features
- Adjust roles and permissions as business needs evolve
Seamless Accountant Collaboration
- Share an Organization with external accountants or bookkeepers
- Real-time collaboration without having to export data files
- Assign tasks and exchange comments directly in Xero
How to Add a User in Xero
Adding users in Xero takes just minutes. Follow these simple steps:
Step 1: Access User Management
Log into your Xero account online and click on “Settings” in the top navigation bar. Select “Users” from the menu.
Xero user settings
This will open up the user management screen where you can view, add, and manage users.
Step 2: Invite New User
Click on the “Invite User” button and enter the first name, last name, and email address of the person you want to invite.
Step 3: Assign User Role
Xero has predefined user roles that come with pre-selected permissions. Choose the role that best fits the access level you want to provide. Common Xero user roles include:
- Standard user: Access to everyday tasks like creating bills, invoices, reconciling bank transactions. No access to accounting settings or user management.
- Invoice only: Limited access to create/send invoices and quotes.
- Read-only: View all data but no ability to edit or add transactions.
- Manager: Full access to accounting features and reports. No access to user management.
Step 4: Set Custom Permissions (Optional)
If none of the predefined roles work, you can set custom permissions by toggling access to individual features like bank transactions, accounts payable, financial reporting and more.
Step 5: Send Invite
Once the role and permissions are set up, send the invitation email. The user will receive an email to activate their Xero login.
Best Practices for User Management
Follow these tips for secure and effective user management:
- Only provide the necessary access level based on the user’s role
- Conduct periodic user permission reviews to ensure appropriateness
- Revoke access immediately if an employee leaves the company
- Monitor user activity logs for security and auditing purposes
- Use two-factor authentication for additional protection
With thoughtful user management, you can unlock Xero’s powerful collaboration capabilities to boost productivity, security, and real-time financial control.
Conclusion
Adding users is quick and easy in Xero. Granular permission settings enable customized access control to protect data security while facilitating coordination and productivity gains through collaboration.
Effective user management establishes accountability, is essential for regulatory compliance, and sets businesses up for streamlined processes as they scale. Mastering user roles and permissions is critical for harnessing the full power of Xero’s intelligent accounting software.
