A user is a person who has access to your Zenvoices organisation. Via Manage / Organisation / Users you can create, edit and delete users. It is also possible to edit users in bulk by selecting multiple users and then choosing 'Edit' via the bulk action. With roles and permissions you determine which actions a user can perform and which companies the user has access to.
Create user
With the button 'New user' you can create a user.
Zenvoices also supports External user provisioning with Microsoft Entra.
Set random password
By default, a random password will be set for the user. By disabling 'Set random password' it is possible to manually enter a password for the user instead.
Single Sign On
Consult this article if you want users to log in using Single Sign On instead of a
password.
Use Two-factor authentication
Consult this article for more information about activating 2FA.
Should change password on next login
If you enable this option, the user will have to choose a new password the next time they log in. This password must contain at least 10 characters, including at least one number and one lowercase letter.
Send welcome e-mail with login credentials
If you enable this option, an email with login details will be sent to the email address of the new user after saving.
Roles
In the 'Roles' tab you can select the roles of the user.
Please note: did you create a user with the role 'Autorisator', but the user is not visible in the authorisation scheme? Then follow the steps below to grant specific access to one or more companies.
Edit permissions
In the user overview you can change the permissions of a user with the button 'Edit permissions':
App permissions
In this tab you can assign specific permissions to a user. By default these permissions are inherited from the roles of the user. If multiple roles are assigned to a user, the permissions of these roles will be combined.
With the button 'Restore default permissions' you restore the permissions to the default permissions of the user based on their roles.
Permissions: explanation per section
With permissions you determine which actions a user can perform in Zenvoices. By default, a user’s permissions are inherited from the roles of that user. If multiple roles are assigned to a user, the permissions of these roles are combined. Via the button ‘Edit permissions’ in the user overview you can assign specific permissions per user.
The permissions are grouped by main section. This article explains each main section. In the Help Center, a permission is written as a path, for example: Pages | Manage | Organisation | Users | Delete user.
The main sections are:
API
Authorisation
Automation management
Document management
Mobile app
Pages
Payments
Purchase invoices
Transactions
Uploading & Importing
Please note: refresh your browser (F5) after saving to see changes to your own permissions.
API
Under API you determine which actions a user can perform via the API. The permissions are divided per part. For each part you can set separately whether the user can create, retrieve, edit or delete data.
Part | Available permissions |
Companies | Create, Retrieve details, Update external IDs (bulk), Retrieve list, Edit tags, Delete, Retrieve free field details, Manage free field general ledger accounts, Manage free field selection values |
Articles | Create, Retrieve details, Retrieve list, Delete, Edit |
Authorise | Reject, Approve |
Orders | Create, Retrieve details, Retrieve list, Delete, Edit |
Payment terms | Create, Retrieve details, Retrieve list, Delete, Edit |
Accounting software connections | Retrieve list |
Bookings | Retrieve details, Edit export status, Retrieve list |
VAT codes | Create, Retrieve details, Retrieve list, Delete, Edit |
VAT scenarios | Create, Retrieve details, Retrieve list, Delete, Edit |
Custom recognition fields | Custom recognition fields |
Users | Users |
General ledger accounts | Create, Retrieve details, Retrieve list, Delete, Edit |
Cost units | Create, Retrieve details, Retrieve list, Delete, Edit |
Cost centres | Create, Retrieve details, Retrieve list, Delete, Edit |
Countries | Create, Retrieve details, Retrieve list, Delete, Edit |
Employees | Create, Retrieve details, Retrieve list, Delete, Edit |
Periods | Create, Retrieve details, Retrieve list, Delete, Edit |
Project phases | Create, Retrieve details, Retrieve list, Delete, Edit |
Project items | Create, Retrieve details, Retrieve list, Delete, Edit |
Projects | Create, Retrieve details, Retrieve list, Delete, Edit |
Relations | Create, Retrieve details, Retrieve list, Delete, Edit |
Scan & recognise | Scan & recognise |
Master data management | Synchronise master data (full) |
Tags (company level) | Create, Retrieve details, Retrieve list, Delete, Edit |
Tags (organisation level) | Create, Retrieve details, Retrieve list, Delete, Edit |
Upload & import | Retrieve details, Retrieve list, Delete |
Currencies | Create, Retrieve details, Retrieve list, Delete, Edit |
Booking specification codes | Create, Retrieve details, Retrieve list, Delete, Edit |
Commitments | Create, Retrieve details, Retrieve list, Delete, Edit |
Webhook subscriptions | Create, View call history, Retrieve details, Resend, Delete, Edit |
Explanation of the actions:
Create: add new data.
Retrieve details: retrieve the data of one specific item.
Retrieve list: retrieve an overview of all items.
Edit: change existing data.
Delete: delete existing data.
For Custom recognition fields, Users and Scan & recognise, one permission is available for the entire part.
Authorisation
Under Authorisation you determine what a user can do when authorising bookings.
Permission | Description |
Authorise bookings | Authorise bookings. |
Assign other authorisers | Assign other authorisers to a booking. |
Edit bookings during authorisation | Edit a booking while it is in authorisation. |
Automation management
Under Automation management you determine for which parts a user can manage the automation.
Permission | Description |
Bookings | Manage the automation of bookings. |
Purchase invoice review rules | Manage the review rules for purchase invoices. |
Upload & import | Manage the automation of Upload & import. |
Document management
Under Document management you determine what a user can do with comments on documents in Document management.
Permission | Description |
Comments, Add comment | Add a comment to a document. |
Comments, Delete comments (all comments) | Delete all comments on a document, including those of other users. |
Comments, Delete comments (own comments only) | Delete only your own comments on a document. |
Mobile app
Under Mobile app you determine which features a user can use in the mobile app for Android and iOS.
Permission | Description |
Booking archive | View the booking archive in the app. |
Document management archive | View the Document management archive in the app. |
Authorise bookings | Authorise bookings in the app. |
Send documents | Send documents via the app. |
Send documents, Enter day book when uploading | Enter a day book when uploading in the app. |
Send documents, Enter Document management category when uploading | Enter a Document management category when uploading in the app. |
Pages
Under Pages you determine which pages in the portal a user can open and which actions the user can perform on those pages. The permissions follow the structure of the menu: Archive, Manage, Payments, Bookings, Dashboard and Upload & import.
Archive
Document management
Download archive
Create documents
Edit documents
Delete documents
Financial transactions
View authorisation archive
Edit/delete attachments of exported bookings
View full archive
Download archive
Manage
The manage permissions are split into two levels: Company (settings per company) and Organisation (settings for the entire organisation).
Company
Automation
Authorisation schemes: Create, delete and edit authorisation schemes
Bank accounts
Booking templates: Create, delete and edit booking templates
Document management categories
E-invoicing connections
Custom recognition fields: Create, delete and edit custom recognition fields
Channels
Master data
Payment terms
VAT codes
VAT scenarios
General ledger accounts
Cost units
Cost centres
Relations: Enter/edit relation bank account, Create relations, Delete relations, Edit relations, Add/remove relation tags
Currencies
Tags
Upload & import document categories
Payments
Payment orders
Archive: Reset payment orders to draft, Delete payment orders
Drafts: Create payment orders, Execute payment orders, Delete payment orders, Edit payment orders
Organisation
Subscription
Companies: Enable and disable additional modules, Add companies, Delete companies, Edit companies, Add/remove company tags, Restore deleted companies
Automation
Accounting software connections
Booking rules: Create, delete and edit booking rules
Booking templates: Create, delete and edit booking templates
Document management categories
Custom recognition fields: Create, delete and edit custom recognition fields
Users: Create user, Delete user, Edit user, Log in as other users, Edit permissions
Settings: Customise portal display
Reports: Custom recognition fields, Transactions
Roles: Create, delete and edit roles
Tags
Upload & import document categories
Webhook subscriptions: Resend webhook call, View webhook call history, Create webhook subscription, View webhook subscription details, Delete webhook subscription, Edit webhook subscription
Set up two-factor authentication
Please note:
With Log in as other users you work according to the permissions of the user you are logged in as. This makes the feature useful for checking a user’s permissions.
Is company access set via company tags? Then we recommend giving the permission Add/remove company tags only to authorised users.
Bookings
Booking authorisation
Rejected bookings: Archive rejected bookings, Resubmit rejected bookings for authorisation, Edit rejected bookings
Assign authorisation schemes to bookings
Approve bookings for payment
Edit bookings during authorisation
Edit authorised bookings
Create bookings
Export bookings
Delete bookings
Delete exported bookings
Edit bookings
Drafts
Incomplete
Trash
Permanently delete bookings
To be checked
Dashboard
Filter and display company tags
Performance
Upload & import
View all documents
Archive
Assign a destination to documents
Import documents
Move documents to another company
Delete documents
Trash
Spam
Upload & import
Document comments
Add comment
Delete comments (all comments)
Delete comments (own comments only)
Please note: refresh your browser (F5) after saving to see changes to your own permissions.
Purchase invoices
Under Purchase invoices you determine whether a user can review purchase invoices themselves.
Permission | Description |
Review manually | Review a purchase invoice manually. |
Review again | Have a purchase invoice reviewed again. |
Payments
Under Payments you determine which payment actions a user can perform. These permissions are separate from the Payments page. For the page, see Pages | Payments further on in this article.
Permission | Description |
Edit beneficiary bank accounts (IBANs) | Edit the IBAN of the beneficiary. |
Pay manually | Pay manually. |
Register manual payments on bookings, Add manual payments | Register a manual payment on a booking. |
Register manual payments on bookings, Delete manual payments | Delete a registered manual payment. |
Pay bookings that are not yet authorised | Pay bookings that have not been authorised yet. |
Bookings
Under Bookings you determine which actions a user can perform on bookings, separate from the Bookings page. For the page, see Pages | Bookings further on in this article.
Permission | Description |
Booking comments, Add comment | Add a comment to a booking. |
Booking comments, Delete comments (all comments) | Delete all comments on a booking, including those of other users. |
Booking comments, Delete comments (own comments only) | Delete only your own comments on a booking. |
Send emails | Send emails from a booking. |
Perform manual line recognition | Perform manual line recognition on a booking. |
Other
Under Other you find permissions that do not fall under another main section.
Permission | Description |
Chat with helpdesk | Use the option ‘Chat with helpdesk’. You find it via the user icon at the top right of the app. |
Delegate access, Assign delegates | Assign delegates. |
Delegate access, Log in as delegate | Log in as a delegate. |
Synchronise master data (full) | Perform a full synchronisation of the master data. |
Please note: without the permission Other | Chat with helpdesk, the live chat is not available. You can then contact the helpdesk via support@zenvoices.com or +31 (0)85 303 8853.
Company permissions
In this tab you can assign specific company access permissions to a user. By default these permissions are inherited from the roles of a user. If you want to deviate from this, disable the option 'Inherit granted companies from user roles'. After that you can determine which companies the user has access to or is not allowed to access (in the example below the user has access to all companies except one).
Please note: if company access is set at role level, the access rights of all companies will be combined. 'Deny access' will always be respected.
Please note: if company access is set via company tags, it is recommended to restrict the user permission to add (or remove) company tags to companies to authorised users only. See also this article. By default this user permission is enabled for users who have permission to modify companies.
Import users
Via the button 'Import users' (top right) users can be added in bulk via an uploaded Excel or CSV file (an example file is available after clicking the button).
Please note:
the name of the roles is case sensitive
when multiple roles are used they must be separated by commas (spaces are not allowed)
when a Single Sign On provider is filled in in the import file, a link request will be sent by email immediately after uploading, even if 'Send welcome eimail with login credentials' is set to No.
Show details
Via this option it is visible which company or companies the user has access to. An export function is also available here to export the overview to Excel.
Login
You can log in to the portal and/or mobile app by entering the following details. These details are received once 'Send welcome e-mail with login credentials' is enabled and 'Save' has been clicked.
Organisation name
Username or email address linked to the user
Password
Login as another user
In the user overview you can log in as another user with the button 'Log in as this user', without knowing the user's password. This option is only available for administrators with sufficient permissions.
You can use this function to perform an action on behalf of another user. At that moment you work according to the permissions of that user. This function is therefore also useful to check the permissions of a user.
When you are logged in as another user this will be visible in the top right corner and you can return to your own user with the button 'Return to own user'.
Delete user
Do you want to delete a user because an employee leaves the company or the collaboration with the accountant ends? Then the user can be deleted via Manage / Organisation / Users. Then choose the trash icon on the left of the relevant user.
Please note:
this can be done with the following app permission which is enabled by default for administrators: Pages | Manage | Organisation | Users | Delete user
make sure there are no dependencies anymore, for example: included in the authorization scheme and bookings that still need to be authorized. If the relevant user is no longer active the Admin user can do this on behalf of the user via Log in as another user
make sure the linked company or companies are assigned to another user
The Admin user has all administrator permissions and therefore cannot be deleted. Is this user registered under the name of an employee who leaves the company? Then change the details to the person who will take over the Admin permissions.
Our advice is to link the Admin user to a shared email address. This way someone can always gain access to the management of Zenvoices in exceptional situations. Keep in mind that this user has full access to all functionalities of Zenvoices.
Reports
Via the options below an company access report and a user permissions report can be consulted, which will be sent by email.
Administration access permissions report: shows which users have access per company.
User permission report: shows for which users each permission is activated.
External user provisioning
External user provisioning means that user management takes place from another application. Users can be added and managed directly from that application. At the moment Zenvoices supports this with Microsoft Entra.
Keywords: app permissions, reporting