Client accounts in Invotrak
January 6th, 2009 by ryanHappy new year everyone! We thought we’d get the new year started off right by introducing a new feature for Invotrak subscribers: client accounts! You can now create accounts just for your clients, giving them access to view invoice and timesheet information you’ve recorded.
Let’s say you have several clients, Big Company and Little Company. For both, you’d like to give them access to see the status of invoices you’ve issued to them. In addition, you don’t want Big Company to see any timesheet entries you make. Setting this up is very easy:
First, go to your Settings page and click Add User (it’s in the right column inside the Account Access box). On the next screen, enter the email address of the person you’d live to give access to, and choose Client as their role. Another drop-down box will appear allowing you to say which client this account belongs to (let’s say Big Company first).
Once you click the Add User link, an email is sent to that person with details on how to login and a password they can use.
Second, click on the Clients tab at the top of the page, and select the company you just assigned the client account to (say Big Company). You’ll notice that in the right column of this screen there are additional details about access. You can also choose to set whether the client has access to view timesheet entries or not (for Big Company, uncheck the box). When you uncheck or check this box, it updates automatically on the server, though you should always double check by leaving and returning to the page.
That’s it! Your client can now access the Invotrak records you’ve recorded for them, and see the status of their invoices and your timesheets whenever you like. A couple final notes:
- Clients can’t make any changes to anything you’ve recorded. They can’t recorded any invoices or timesheet entries, or make any changes (like adding payments).
- By default, client accounts are given access to your timesheet information. If you don’t want clients to see your timesheet details, make sure you go to the Clients tab, select the appropriate client, and uncheck the checkbox on the right (called “Allow timesheet access”).
- You can remove and enable/disable client accounts just like any employee or admin account.
- A single client can have multiple client accounts (for instance, one for a manager and one for an accountant).
We hope you like the new Client access feature. If you’re an Invotrak subscriber (Basic, Premium, or Unlimited), you can add as many client accounts as you like. And be sure to let us know what you think – we add new features based on user feedback.
