Bills, Payments & Your Team

Bills: draft, post, pay

Vendor bills follow a deliberate two-step: anyone with edit access can draft a bill (vendor, invoice number, lines, due date), but posting it to the ledger requires the controller role or above. That separation is optional in practice — a solo owner or a trusted bookkeeper can hold the controller role and do both — but it’s how larger teams keep entry and approval in different hands.

Bills can also arrive automatically: emailed invoices are extracted into drafts, and vendors with workflow rules can match incoming invoices against commitments and even auto-approve within limits you set.

Books roles

Each team member has a books role per entity (Settings → Entities):

Role	Can
Viewer	Read everything
Auditor	Read + export, no changes
Bookkeeper	Categorize, draft bills and entries
Controller	Everything a bookkeeper can, plus post bills, approve, void
Admin	Everything, plus settings and connections

If someone hits a “Forbidden” error doing something you want them doing, their role is one tier too low — adjust it in Settings → Entities.

Sharing a personal feed

Owners sometimes pay business expenses from a personal card that the bookkeeper can’t see. Settings → Feed Sharing (in the personal workspace) grants read-only access to a single feed — the bookkeeper sees that card’s transactions and where each was assigned, and nothing else personal. Revoke anytime.

AI agents

If you or your accountant connect an AI agent (via the VisiBooks MCP connector), it works under the same role system through API keys, every action is attributed in the audit log, and journal entries it proposes wait in the Agent Queue for human approval before anything posts.