Who can do what using ScaleXP Invoicing - and how you can control access.

At a glance

One of the real advantages to using ScaleXP Invoicing is that users can create invoices without needing access to your accounting platform.

Here are some key concepts which will help you understand how ScaleXP Invoicing permissions work:

• You do not need to set up users in ScaleXP Invoicing
• Any user with access to the ScaleXP Invoicing card on the sidebar of a HubSpot deal can create invoices
• The ScaleXP Invoicing Dashboard only needs to be accessed by admins

ScaleXP Invoicing settings

These are enabled in the ScaleXP Invoicing Dashboard app.scalexp-invoicing.com > Preferences.

If "Finance Team" is selected, then ScaleXP Invoicing users will not be able to Send or Authorise invoices.

If you need to edit any other settings, or want to fine tune the settings, then contact the support team and they will be able to configure things for you.

Note that everyone with access to the ScaleXP Invoicing window can see and do the same actions, you cannot control these settings per user.

Control access to ScaleXP Invoicing

Access to view, create or send invoices with ScaleXP Invoicing is exclusively controlled by the "Deal Card" that sits on the sidebar of your HubSpot deal. Users can only create invoices for that deal if they have the card visible. This means you can control access to ScaleXP Invoicing using the HubSpot sidebar settings, and control access to deals using HubSpot's permissions. 

For example, if you want to only allow the Finance Team to create invoices via ScaleXP Invoicing, then you could hide the deal card from all other users. They would still be able to see the invoice data such as invoice number or status using deal properties.

To control access to the deal card, go to your HubSpot settings and choose Objects > Deals. Then choose the Record Customisation tab and click Customize the right sidebar

Here you can edit either the default sidebar, or those that are specific to certain teams. You can choose to remove, reorder or add the ScaleXP Invoicing card to prevent or grant access. For more information - see the HubSpot Knowledge Base article.

The Dashboard

The ScaleXP Invoicing dashboard is the admin area for ScaleXP Invoicing that you will have used in order to set up the app. Users do not need access to the dashboard to be able to use ScaleXP Invoicing. The dashboard supports the following administration options, and you probably will not need to use it often:

• Connecting or Troubleshooting Xero / QuickBooks / HubSpot connections
• Preferences
• Subscription and Billing management e.g. previous invoices, upgrading or cancelling subscriptions

Users and Billing

ScaleXP Invoicing does not require you to configure or define users as part of the billing process. ScaleXP Invoicing supports unlimited users, and everyone with access to the deals as defined above can use ScaleXP Invoicing.