What are the roles on Qonto and which should I assign?

Each member's access on Qonto is defined by a role, which sets the boundaries of what they can see and do on the account. There are five role types: Account Owner, Admin, Manager (Basic or Advanced), Employee, and Accountant.

The Manager role is customizable — Owners and Admins define the exact permissions for each Manager individually. All other roles have fixed access levels.

What does each role allow a user to do?

Employee — limited access
A team member with basic spending needs and no visibility into company finances beyond their own activity.

Key permissions: 

• Use all card types
• Submit expense and transfer requests 
• Manage their own transactions
• Upload their own supplier invoices

Use case: A salesperson who pays for client lunches with their Qonto card and submits receipts — nothing more.

Basic Manager — custom access
A team lead who needs to oversee their team's spending without touching broader company finances.

Key permissions: 

• Customizable access to accounts, transactions, and cards
• Review and approve team expense/transfer requests
• Invite and manage team members

Use case: A department head approving their team's card requests and monitoring team spend.

Advanced Manager — custom access
A finance lead or office manager needing broader operational control, including bookkeeping and direct debits.

Key permissions: 

• Everything Basic Manager can do + view account balances, IBAN,
  and statements
• Bookkeeping (verify transactions, manage suppliers)
• Set up direct debits
• Deposit checks

Use case: A finance controller running day-to-day operations — reconciling accounts, managing suppliers, and handling direct debits.

Admin — almost full access
A trusted CFO or finance manager with full operational control over the account.

Key permissions: 

• Full access to all features — accounts, transfers, cards, team,
  bookkeeping, integrations, and multiple accounts
• Cannot request account closure (Owner only).

Use case: The CFO running all financial operations day-to-day, connecting accounting tools, and managing the full team — without account ownership responsibilities.

Account Owner — full access
The Account Owner has full access to all areas of the account and can perform any action, including requesting account closure. There can only be one Account Owner per account.

Accountant — read access
Designed for external accountants, finance advisors, or CPAs. Available from the Smart plan. On Business and Enterprise plans, Accountants can also make transfer requests.

What are the permissions for each role?

✓ Full · Custom = customizable by Owner/Admin · Submit = submit only ·
Own = own items only · — = not available

Should I assign the Manager or Employee role?

Use the scenarios below to decide what fits your organisation:

• I want my team lead to manage their team's spending independently → assign Basic or Advanced Manager
• I need my team lead to view account balances, IBAN, and download statements → assign Advanced Manager
• I need my team lead to handle bookkeeping and manage suppliers → assign Advanced Manager
• I want my team to upload invoices and request payment → both Employees and Managers can do this
• I need my team lead to create cards for their team → assign Manager (Basic or Advanced); Employees cannot create cards
• I want to approve all outgoing transfers myself → assign Employee; Managers can make transfers independently within their set limits
• I need access to credit products (Pay Later, Overdraft) → Owner or Admin only

How do I change a team member's role?

Role changes must be made by the Owner or an existing Admin — they cannot be self-requested for security reasons.

1. Go to User Management > User Access
2. Select the team member whose role needs to be changed
3. Update their role and confirm

The role change takes effect immediately.

How do I change my role from Employee or Manager to Admin?

☝️ If the Owner or Admin is unavailable, contact Qonto Support with direct email authorization from the Owner, or by adding the Owner to the support thread. For security reasons, role changes to Admin cannot be processed based on company registration documents alone.

How do I manage a Manager's sub-account access?

You can assign specific sub-accounts to any Manager, regardless of their scope. They will only be able to access transactions and make payments from those accounts.

• For an existing Manager: Go to User Management > User Access > Active, click the Manager's profile, then click the pencil icon next to View transactions and make payments from selected accounts
• For a new Manager: Go to User Management > User Access > Invite a member and select the relevant sub-accounts during setup

You can also control whether the Manager can view balances, IBANs, and download statements. These settings can be updated at any time from User Access.

What actions cannot be delegated to a Manager?

Even with full permissions enabled, there are actions that Managers cannot perform:

• Invite Admins, other Managers, or Accountants
• Change role status for themselves or other users
• Edit the subscription
• Set up multi-accounts (they can manage existing ones)
• Set up and manage third-party integrations via Connect

💡 Admins can perform all of the above actions.

How do I check a Manager's current permissions?

On 💻 web:

1. Go to User Management > User Access
2. Select the Manager's profile to view their assigned permissions and scope

On 📱 mobile:

1. Go to Menu
2. Tap Team members
3. Select the Manager's profile to view their permissions