Browse articles
- Control access to business finances
- Control access to rates
- Control who can create projects
- Control project administration
- Control staff and team management
- Control expenses and claims
- Control report definition editing
- Control access to contacts
- Give full project control with Owner
- Manage project work without changing money
- Let project members edit tasks safely
- Share a project safely with Viewer
- Let a team lead coordinate shared work
- Share teammate profiles without management access
- Keep team members focused on their own work
Control expenses and claims
Separate no access from read-only inspection of claims, supplier invoices, and direct costs.
What you'll achieve
Set and verify Hidden or View access to expenses and claims.
You'll end up with: Marcus Webb has Viewer access and can inspect claims without creating or changing them.
Before you start
The claims ledger is an account capability
Expenses and claims covers staff claims, supplier invoices, and direct costs, including rows with no project. Hidden removes the area. View allows inspection. Edit adds submitting, updating, approving, and rejecting.
This differs from project Expenses. A project access level controls project cost visibility. The account capability controls the expense ledger itself. Linked expense rows may require both.
Build a clear Hidden case
None of the non-Admin built-in levels combines all the exact restrictions needed for this contrast, so the tutorial creates Claims Hidden. New custom account levels begin with Expenses and claims Hidden and Reports View.
- 1
Create Claims Hidden from Resources, Access Levels.
- 2
Assign Claims Hidden to Marcus Webb and click Save Changes.
- 3
Start Preview and confirm Expenses is absent from navigation.
- 4
Stop Preview, save Viewer, and preview again.
- 5
Open Expenses and confirm Add Expense is absent under View.
The final check is opening the claims list without Add Expense, which proves Viewer is read-only.
Redacted expense values must be absent or shown as an em dash. Monument must not replace a protected amount with zero because that would invent a financial fact.
Troubleshooting
- Expenses appears because Operational is allowed. Business finances separately controls operational expenses. Check the specific Claims surface and capability.
- Add Expense is missing under Viewer. This is correct. Viewer has View, not Edit.
- A linked project expense is missing. The person also needs project Expenses access on the admitted project branch.
Where this fits next
Continue with Reports, where base-entity access still controls what a visible report can disclose.