Admins and Account holders can give access to Supplier invoices section to Managers.
When the Supplier invoices permission is enabled, the Manager can assist with the collection, review, and payment of supplier invoices (either directly or by requesting a payment). If your organization has configured a 4-eyes dual approval policy, the person who prepares an invoice cannot be the same person who executes the payment.
đź’ˇ For more details on the 4-eyes policy, check out our dedicated FAQ.
Managers can also be granted the Upload and set up supplier invoices permission to access, review, and manage invoices company-wide, and approve payment requests from Employees (when they also have transfer permissions)
Note: All Employees automatically have access to upload supplier invoices, edit details for invoices they uploaded, and create payment requests for approval - for more information on which role to assign your team member visit Help centerWhich role should I assign to my employee: Manager or Employee
The manager role is divided into two levels of permissions :
- Basic Manager: available with all Team plans (Essential, Business and Enterprise)
- Advanced Manager: available through add-ons Account Payable and Expense & Spend Management
đź’ˇGood to know : All reviews and approval permissions are part of the Advanced Manager role only.
What can a Manager with Supplier invoices permission do
Web and mobile app:
Upload invoices with Drive, drag-and-drop, or bulk upload
View, download, and delete the invoices of the whole company
Edit the invoice information scanned by Qonto (e.g., IBAN, Supplier name) and add missing details to prepare the payment
- Pay by transfer all the invoices or up to their monthly or per-transfer limits (which are set beforehand), unless the 4-eyes dual approval policy is active, in which case a different person must execute the payment.
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Request payment for invoices in euro directly in the Supplier invoices section, in case:
- the Manager doesn’t have transfer permission
- the amount of the invoice exceeds the Manager’s monthly or per-transfer limit
- the 4-eyes dual approval policy is active, meaning the person who prepared the invoice cannot be the one to execute the payment — a different authorized person will need to do so
The request will be sent for approval to the Owner, Admin, or authorized Manager who will be able to review it both from the Supplier invoices section and the Requests section.
Web app only:
Mark invoices as paid and match them with an existing transaction
đź’ˇTo discover more about Supplier invoices and their request flow click here.
How do I allow Manager roles to access Supplier invoices?
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Invite a new Manager
To add a new Manager and give them Supplier Invoices permissions:
From the navigation bar on the bottom left, click on User Management > User access
Hit the Invite a team member button
Select Manager
Select the whole company as the scope of their permission. Indeed, only Managers with company-level scope permission will be able to access the Supplier invoices section
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Choose their expense permissions
Enable the “Upload and set up supplier invoices” permission to let them collect and edit supplier invoices, and request their payments
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Enable "Make transfers and reimbursements", “Make and approve transfers”, and "Reimburse expense including mileage” to let them pay supplier invoices directly.
Note that if you set transfer limits, above such limits transfers will require Admin, Account holder or another Manager approval
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Activate Supplier invoices for an existing Manager with the whole company scope permissions
From the navigation bar on the bottom left, click on User Management > User access
Select the manager you’d like to apply this permission to
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In Expense permissions hit the pencil icon on the right-hand side
Enable the “Upload and set up supplier invoices” permission to let them collect and edit supplier invoices, and request their payments
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Enable "Make transfers and reimbursements", “Make and approve transfers, and reimburse expense including mileage” to let them pay supplier invoices directly.
Note that if you set transfer limits, above such limits transfers will require Admin, Account holder or authorized Manager approval
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Hit confirm to apply these permissions
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Activate Supplier invoices for an existing Manager with Team scope permissions
From the navigation bar on the bottom left, click on User Management > User access
Select the manager you’d like to apply this permission to
In Scope, if Team is listed, hit the pencil icon on the right-hand side to change the Manager’s scope to The whole company.
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In Expense permissions, hit the pencil icon on the right-hand side
Enable “Upload and set up supplier invoices” permission to let them collect and edit supplier invoices, and request their payments
Enable "Make transfers and reimbursements", “Make and approve transfers, and reimburse expense including mileage” to let them pay supplier invoices directly. Note that if you set transfer limits, above such limits transfers will require Admin, Account holder, or authorized Manager approval
Hit confirm to apply these permissions
How do I revoke the Supplier invoices access from a Manager?
From the navigation bar on the bottom left, click on Team expenses > Team members User Management > User access
Select the manager whose permissions you’d like to change
In Expense permissions, hit the pencil icon on the right-hand side
Disable “Upload and set up supplier invoices” permission to remove access to the Supplier invoices section
Hit confirm to apply these changes