--- title: User Roles description: "All User Roles are divided into identifiable categories. Each category allows for the control, monitoring, and/or changes within a particular document or functionality. There are seven of them: 1. Con" --- [Skip to content](https://help.precoro.com/user-roles-1#main-content) [Contact us](https://help.precoro.com/kb-tickets/new?hsLang=en) [Customer portal](https://help.precoro.com/tickets-view?hsLang=en) [![Property 1=Default](https://help.precoro.com/hubfs/Property%201=Default.svg)](https://app.precoro.com/login) Open main navigation Close main navigation - [Contact us](https://help.precoro.com/kb-tickets/new) - [Customer portal](https://help.precoro.com/tickets-view) - [Contact Us](https://share.hsforms.com/1-5JilMA_Qv6AOSVjFtNhDg14slf) [Contact Us](https://share.hsforms.com/1-5JilMA_Qv6AOSVjFtNhDg14slf) Hi there! How can we help you today? - There are no suggestions because the search field is empty. 1. 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[User Management](https://help.precoro.com/precoro-setup?hsLang=en#user-management) # User Roles ## Learn how user roles in Precoro define access and permissions for documents, approvals, payments, and more. #### TABLE OF CONTENTS - [Understanding Roles in Precoro](https://help.precoro.com/user-roles-1#roles) - [How to Set Up User Roles](https://help.precoro.com/user-roles-1#set-up) - [Document Roles](https://help.precoro.com/user-roles-1#document-roles) - [Viewer Role](https://help.precoro.com/user-roles-1#view) - [Creator Role](https://help.precoro.com/user-roles-1#Creator) - [Approver Role](https://help.precoro.com/user-roles-1#Approval) - [Payment Role](https://help.precoro.com/user-roles-1#Payment) - [Supplier Management and Item Management Roles](https://help.precoro.com/user-roles-1#Supplier-item-management) - [Management Roles](https://help.precoro.com/user-roles-1#management) - [Admin (Full Access) Role](https://help.precoro.com/user-roles-1#admin) - [Super User Role](https://help.precoro.com/user-roles-1#super-user) - [Configuration Role](https://help.precoro.com/user-roles-1#configuration) - [Report Role](https://help.precoro.com/user-roles-1#report) - [Budget Role](https://help.precoro.com/user-roles-1#budget-role) - [Warehouse Manager Role](https://help.precoro.com/user-roles-1#warehouse-manager) - [AP Inbox Role](https://help.precoro.com/user-roles-1#ap-inbox-role) ### Understanding Roles in Precoro All user roles in Precoro are grouped into categories. Each category defines the level of control, monitoring, or editing rights within specific documents or functions. The available roles include: 1. Configuration Role 2. Supplier Management and Item Management Roles 3. Creator Role 4. Approver Role 5. Payment Role 6. Budget Role 7. Report Role 8. Super User Role 9. Admin (Full Access) Role 10. Warehouse Manager Role 11. AP Inbox Role 12. Card Manager and Cardholder Roles, for US clients using virtual cards. See [How to Use Virtual Cards in Precoro](https://help.precoro.com/how-to-use-virtual-cards-in-precoro#roles). ### How to Set Up User Roles 📋 Before you start, make sure you have the **Configuration** role. Without it, the **User Management** page isn't available, so you can't manage user roles and access. The **Admin (full access)** role includes Configuration as well. If you have neither role, ask your company’s Precoro admin to update the user’s roles or to grant you access. 1. Go to **Configuration → User Management** and open the user. 2. Open the **Roles** tab. 3. Select the roles the user needs in the two parts of the tab: - **Documents:** roles for each module (Warehouse Requests, Purchase Requisitions, Requests for Proposals, Purchase Orders, Receipts, Invoices, Expenses, Supplier Management, and Item Management).Use **Select All Below** to check a column for all modules at once. - **Management:** general roles (Admin, Super User, Configuration, Reports, Budgets, Warehouse Manager, and AP Inbox). Use **Select All** to check all Management roles at once. 4. Click **Update**. [![user-management-module](https://help.precoro.com/hs-fs/hubfs/user-management-module.jpg?width=670&height=287&name=user-management-module.jpg)](https://help.precoro.com/hubfs/user-management-module.jpg?hsLang=en) **✍️ Note:** Most roles appear on the **Roles** tab only when their module is enabled for your company. If you don't see a role you need, make sure the corresponding module is enabled. For example, the **Budgets** role requires the Budgets module activated. You can also see the date of the last change next to **Last update on**, in the top right corner of the user's card. [![user-management-last-updated](https://help.precoro.com/hs-fs/hubfs/user-management-last-updated.jpg?width=670&height=163&name=user-management-last-updated.jpg)](https://help.precoro.com/hubfs/user-management-last-updated.jpg?hsLang=en) ### Document Roles There are four types of access that users can have for documents: View, Create, Approve, and Pay. #### View Role The View role allows users to view and comment on all the documents created by other users within available locations/departments. Learn more about working with this role in Precoro [here](https://help.precoro.com/managing-and-editing-documents-by-roles-and-statuses?hsLang=en#Viewer). #### Creator Role Users with Creator Roles are permitted to create and edit the following documents: - Purchase requisitions - Purchase orders - Invoices - Receipts - Expenses - Warehouse requests - Requests for proposals Creators are the first users to generate the document needed for processing approval. For example, in Precoro, the Creators of purchase orders are purchase managers, the Creators of invoices are accountants, and the warehouse managers create warehouse requests. Learn more about working with this role in Precoro [here](https://help.precoro.com/managing-and-editing-documents-by-roles-and-statuses#Creator). #### Approver Role **Essentially,** **the Approver Role enables a user to view all the documents created in the same module by any other users.** Approval workflow in Precoro is set up according to location/department access for each user. Thus, users with access to one specific location/department will be able to see the documents created only by creators of the same role. Users with approval workflow receive emails informing them that they have documents to approve. This allows the controlling of purchases and expenses within a specific location. Learn more about working with this role in Precoro [here](https://help.precoro.com/managing-and-editing-documents-by-roles-and-statuses#Approver). Information about the **Approval Workflow setup** can be found in [this](https://help.precoro.com/approval-workflow-1?hsLang=en) article. #### Payment Role In Precoro, the Payment Role can be granted to any user, and it allows creating payments and prepayments to track whether a respective Invoice/Expense was paid or not. Also, users with this role can see all invoices and expenses in the **Pending** and **Draft** statuses available to them according to their Locations and DCFs access. Accountants and financial managers usually have Payment Roles in Precoro. Often, the same users have approval functionality roles for Invoices/Expenses as well. #### Supplier Management and Item Management Roles Supplier Management allows users to do the following: - Add vendors to the Precoro account and enter their information into the system; - Create, save, and store any contracts with suppliers; - Track the contractual period and terms. [![supplier-management-module](https://help.precoro.com/hs-fs/hubfs/supplier-management-module.jpg?width=670&height=217&name=supplier-management-module.jpg)](https://help.precoro.com/hubfs/supplier-management-module.jpg?hsLang=en) You can activate the **View Only**, **Create**, and **Approve** for the Supplier Management in User Management: [![supplier-management-roles](https://help.precoro.com/hs-fs/hubfs/supplier-management-roles.jpg?width=670&height=283&name=supplier-management-roles.jpg)](https://help.precoro.com/hubfs/supplier-management-roles.jpg?hsLang=en) Users with activated **View Only** role for Supplier Management will be able to: - View the lists of all Suppliers, send invitations to the Supplier Portal, and send Questionnaires. - See all the fields and the attached files in the Supplier Profile. - Use the **Revision History** function; - See the list of Supplier Custom Fields. Users with Item Management roles can: - Create and update prices in the items catalog; - Manage categories and item units; - Create Item Bundles (if needed for the company purchase process). [![item-management-module](https://help.precoro.com/hs-fs/hubfs/item-management-module.jpg?width=670&height=284&name=item-management-module.jpg)](https://help.precoro.com/hubfs/item-management-module.jpg?hsLang=en) You can grant users **View Only** or **Create** permissions. [![item-management-roles](https://help.precoro.com/hs-fs/hubfs/item-management-roles.jpg?width=670&height=283&name=item-management-roles.jpg)](https://help.precoro.com/hubfs/item-management-roles.jpg?hsLang=en) Users with activated **View Only** role for Item Management will be able to: - View the Items list on the management page; - Use the **Revision History** function[;](https://help.precoro.com/setting-up-and-using-similar-items-1?hsLang=en) - View these pages without the ability to edit the lists: Unit Management, Item Bundles. **Create** allows users to manage the Catalog, including creating and updating items, prices, units, categories, and Item Bundles. Users without Item Management roles won't see the **Item Management** module in the menu. However, if they have permission to create the corresponding documents, they can still add catalog items to documents with **Add from Catalog**. If a user has a Reports role, they will be able to create reports for Item Management and Supplier Management modules. 💡 **Please note:** If an employee has the **Super User** role, they can still view the Supplier Management and Item Management modules even if all roles for it are disabled. They will have limited access to the functionality and will be able to perform some actions, please see the [full list of permissions](https://help.precoro.com/super-user-role?hsLang=en#Access-to-Suppliers-and-Items-Module). ### Management Roles [![management-roles](https://help.precoro.com/hs-fs/hubfs/management-roles.jpg?width=670&height=177&name=management-roles.jpg)](https://help.precoro.com/hubfs/management-roles.jpg?hsLang=en) #### Admin (Full Access) Role The **Admin (full access)** role gives the user all roles at once, with full access to all modules and settings.  #### Super User Role Users with these Roles can access all the documents according to their locations and customer document fields access. They can View, Approve, Reject, Revise, and Cancel all such documents. Also, they can edit the emails of other registered users, take over the document revisions, and manage other users' custom reports. More insights about using a Super User role can be found [here](https://help.precoro.com/super-user-role?hsLang=en). #### Configuration Role Users who have Configuration Roles can set up basic settings and create approval workflows. They can set up: - Company locations where purchase orders should be delivered to - Precoro users as well as set up their accounts and roles - View and refill the company balance - Custom fields for documents and items - Company various legal entities - The Inventory management module - Approval workflow for the needed documents [![configuration-page](https://help.precoro.com/hs-fs/hubfs/configuration-page.png?width=670&height=321&name=configuration-page.png)](https://help.precoro.com/hubfs/configuration-page.png?hsLang=en) #### Budget Role Users with Budget Roles can create budgets and track the company’s spending against the defined budget. It helps to view over-expenditure and understand how much funds can still be used for the specific department/location/expense. [![budgets-module](https://help.precoro.com/hs-fs/hubfs/budgets-module.jpg?width=670&height=227&name=budgets-module.jpg)](https://help.precoro.com/hubfs/budgets-module.jpg?hsLang=en) #### Report Role Users with Report Roles can see the order analysis of all purchase orders, purchase requisitions, and invoices. Such an overview is helpful for company audits and for analysing procurement metrics. [![reports-module](https://help.precoro.com/hs-fs/hubfs/reports-module.jpg?width=670&height=311&name=reports-module.jpg)](https://help.precoro.com/hubfs/reports-module.jpg?hsLang=en) #### Warehouse Manager Role Users with the Warehouse Manager Role work with the Inventory module: warehouses, Stock Transfers for Warehouse Requests, and Inventory Consumption. They also get Minimum Stock Level notifications. [![inventory-module-access](https://help.precoro.com/hs-fs/hubfs/inventory-module-access.png?width=670&height=311&name=inventory-module-access.png)](https://help.precoro.com/hubfs/inventory-module-access.png?hsLang=en) Together with the Configuration Role, they can add new warehouses. #### AP Inbox Role Users with the AP Inbox Role have access to AP Inbox, where supplier documents arrive for AI processing into invoices. They also get the weekly email about unprocessed documents, if it's enabled. [![Ap-Inbox](https://help.precoro.com/hs-fs/hubfs/Ap-Inbox.png?width=670&height=304&name=Ap-Inbox.png)](https://help.precoro.com/hubfs/Ap-Inbox.png?hsLang=en) - [Precoro Setup](https://help.precoro.com/precoro-setup?hsLang=en#main-content) - [Configurations](https://help.precoro.com/precoro-setup?hsLang=en#configurations) - [User Management](https://help.precoro.com/precoro-setup?hsLang=en#user-management) - [Custom Fields and Forms](https://help.precoro.com/precoro-setup?hsLang=en#custom-fields-and-forms) - [Supplier management](https://help.precoro.com/precoro-setup?hsLang=en#supplier-management) - [Working with Items](https://help.precoro.com/precoro-setup?hsLang=en#working-with-items) - [Approval Workflow](https://help.precoro.com/precoro-setup?hsLang=en#approval-workflow) - [Location Management](https://help.precoro.com/precoro-setup?hsLang=en#location-management) - [Precoro Payments](https://help.precoro.com/precoro-setup?hsLang=en#precoro-payments) - [Two-factor authentication](https://help.precoro.com/precoro-setup?hsLang=en#two-factor-authentication) - [Security](https://help.precoro.com/precoro-setup?hsLang=en#security) - [US Based Server](https://help.precoro.com/precoro-setup?hsLang=en#us-based-server) - [How to use Precoro](https://help.precoro.com/how-to-use-precoro?hsLang=en#main-content) - [Warehouse Requests](https://help.precoro.com/how-to-use-precoro?hsLang=en#warehouse-requests) - [Requests for Proposals](https://help.precoro.com/how-to-use-precoro?hsLang=en#requests-for-proposals) - [Purchase Requisitions](https://help.precoro.com/how-to-use-precoro?hsLang=en#purchase-requisitions) - [Purchase Orders](https://help.precoro.com/how-to-use-precoro?hsLang=en#purchase-orders) - [Service Orders](https://help.precoro.com/how-to-use-precoro?hsLang=en#service-orders) - [Receipts](https://help.precoro.com/how-to-use-precoro?hsLang=en#receipts) - [Invoices](https://help.precoro.com/how-to-use-precoro?hsLang=en#invoices) - [Expenses](https://help.precoro.com/how-to-use-precoro?hsLang=en#expenses) - [Budgeting](https://help.precoro.com/how-to-use-precoro?hsLang=en#budgeting) - [Inventory](https://help.precoro.com/how-to-use-precoro?hsLang=en#inventory) - [Reports](https://help.precoro.com/how-to-use-precoro?hsLang=en#reports) - [AP Inbox and Intelligent AP Automation](https://help.precoro.com/how-to-use-precoro?hsLang=en#ap-inbox-and-intelligent-ap-automation) - [Working with documents](https://help.precoro.com/how-to-use-precoro?hsLang=en#working-with-documents) - [Suppliers Portal](https://help.precoro.com/how-to-use-precoro?hsLang=en#suppliers-portal) - [Supplier Registration](https://help.precoro.com/how-to-use-precoro?hsLang=en#supplier-registration) - [Attachments, Filters, and Search](https://help.precoro.com/how-to-use-precoro?hsLang=en#attachments-filters-and-search) - [Mobile App](https://help.precoro.com/how-to-use-precoro?hsLang=en#mobile-app) - [FAQs and Troubleshooting](https://help.precoro.com/how-to-use-precoro?hsLang=en#faqs-and-troubleshooting) - [Precoro Integrations](https://help.precoro.com/precoro-integrations?hsLang=en#main-content) - [QuickBooks Online Integration](https://help.precoro.com/precoro-integrations?hsLang=en#quickbooks-online-integration) - [NetSuite Integration](https://help.precoro.com/precoro-integrations?hsLang=en#netsuite-integration) - [Xero Integration](https://help.precoro.com/precoro-integrations?hsLang=en#xero-integration) - [API Requests and Webhooks](https://help.precoro.com/precoro-integrations?hsLang=en#api-requests-and-webhooks) - [SSO Setting](https://help.precoro.com/precoro-integrations?hsLang=en#sso-setting) - [Google Integration](https://help.precoro.com/precoro-integrations?hsLang=en#google-integration) - [Power BI](https://help.precoro.com/precoro-integrations?hsLang=en#power-bi) - [Integration with Slack](https://help.precoro.com/precoro-integrations?hsLang=en#integration-with-slack) - [PunchOut Catalogs](https://help.precoro.com/precoro-integrations?hsLang=en#punchout-catalogs) - [Integrations via Connectors](https://help.precoro.com/precoro-integrations?hsLang=en#integrations-via-connectors) - [Bill.com Integration](https://help.precoro.com/precoro-integrations?hsLang=en#bill-com-integration) - [Integration with Microsoft Teams](https://help.precoro.com/precoro-integrations?hsLang=en#integration-with-microsoft-teams) - [Precoro Updates](https://help.precoro.com/precoro-updates?hsLang=en#main-content) - [Releases, 2026](https://help.precoro.com/precoro-updates?hsLang=en#releases-2026) - [Releases, 2025](https://help.precoro.com/precoro-updates?hsLang=en#releases-2025) - [Releases, 2024](https://help.precoro.com/precoro-updates?hsLang=en#releases-2024) - [Releases, 2023](https://help.precoro.com/precoro-updates?hsLang=en#releases-2023) - [API Updates](https://help.precoro.com/precoro-updates?hsLang=en#api-updates) - [General changes](https://help.precoro.com/precoro-updates?hsLang=en#general-changes) [![Precoro](https://help.precoro.com/hubfs/Precoro.svg "Precoro")](https://precoro.com/) Copyright © 2026, Precoro ```json { "@context" : "https://schema.org", "@type" : "VideoObject", "contentUrl" : "https://1903299.fs1.hubspotusercontent-na1.net/hubfs/1903299/video_assets/224282131715/inherited/web_optimized.mp4", "dateModified" : "2026-10-13T17:18:05.004Z", "duration" : "PT14S", "height" : 1048, "name" : "view-role", "thumbnailUrl" : "https://1903299.fs1.hubspotusercontent-na1.net/hubfs/1903299/view-role.mp4/medium.jpg", "uploadDate" : "2026-10-13T17:18:05.002Z", "width" : 1920 } ``` ```json { "@context" : "https://schema.org", "@type" : "VideoObject", "contentUrl" : "https://1903299.fs1.hubspotusercontent-na1.net/hubfs/1903299/video_assets/224282062387/inherited/web_optimized.mp4", "dateModified" : "2026-10-13T17:18:31.411Z", "duration" : "PT20S", "height" : 1048, "name" : "create-role", "thumbnailUrl" : "https://1903299.fs1.hubspotusercontent-na1.net/hubfs/1903299/create-role.mp4/medium.jpg", "uploadDate" : "2026-10-13T17:18:31.409Z", "width" : 1920 } ``` ```json { "@context" : "https://schema.org", "@type" : "VideoObject", "contentUrl" : "https://1903299.fs1.hubspotusercontent-na1.net/hubfs/1903299/video_assets/224282127723/inherited/web_optimized.mp4", "dateModified" : "2026-10-13T17:19:49.066Z", "duration" : "PT28S", "height" : 1048, "name" : "approve-role", "thumbnailUrl" : "https://1903299.fs1.hubspotusercontent-na1.net/hubfs/1903299/approve-role.mp4/medium.jpg", "uploadDate" : "2026-10-13T17:19:49.064Z", "width" : 1920 } ```