Bezala uses roles controls what users can see and do. A user can have multiple roles simultaneously. If you want to update your or a colleague’s user role, please contact your company’s Manager or Accountant (usually someone in the accounting or payroll team).
Employee
Base role for all users. Employees can submit their own expenses (receipts, per diems, mileage, rewards), view their own expense history and status, and edit their profile settings.
Important: There is no separate user role for a supervisor/team leader/boss. The right to see team employee transactions and credit card transactions is given through approval cycles. An Employee can be a supervisor/approver if they have been saved as someone's approver in the approval cycle.
Public (Approver)
Users with this role appear in approval cycle dropdowns and are visible to other employees in user lists. This enables expense delegation features.
Important: Having the Public role alone does not grant approval permissions—the user must also be assigned as someone's approver to approve expenses.
Manager
Managers have full company access:
View and manage all expenses in the company
Add and manage users
Access company settings
View all time entries and absences
Requirements: Manager role requires also the Employee role to function.
Accountant
Accountants can:
View all expenses, time entries, and absences
Create and manage batches for accounting export
Access reports and exports
Process expenses for payroll
Requirements: Accountant role requires also the Employee and Manager roles to function.
Money Checker
Money Checkers are the final approval step in all approval cycles. They are automatically added at the end of every approval workflow and cannot be bypassed by approval limits.
Secretary
Secretaries can create expenses (receipts, per diems, mileage, rewards) on behalf of other users. They can also edit and upload attachments for expenses they created for others.
Requirements:
The Secretary must be added as a resource to the relevant Accounts and Cost Centers
The company setting "Allow employees to see all company users" must be enabled
Secretary role assignment requires administrator access - request the role from our [email protected]
Note: If the Secretary role is removed, expenses previously created for others remain with those users.
Beta Tester
Beta Testers have early access to new features before general release. This role does not grant any additional permissions beyond the user's base role.
Role Combinations
Users can hold multiple roles simultaneously. Common combinations:
Employee + Public: Can submit expenses and appear in approval dropdowns
Employee + Manager + Accountant: Full administrative access
Employee + Secretary: Can create expenses for self and others
Data Visibility by Role
Role | What they can see |
Employee | Own data only |
Public (Approver) | Own data + data of users assigned to them for approval |
Manager | All company data |
Accountant | All company data |
Money Checker | Own data + expenses in final approval stage |
Secretary | Own data + data of users they support (requires resource assignment) |
User role chart for Basic Roles in Bezala
Basic roles | Employee | Manager | Accountant |
create/view/update/delete travel and expense claims | own expenses | own expenses | all |
View credit card transactions and missing receipts | own expenses | own expenses | all |
Can add/connect receipts to credit card transactions | own expenses | own expenses |
|
Send missing email reminders | own expenses |
| all |
Upload/delete credit card bill transactions |
|
| all |
View Accounting batches | own expenses | all | all |
View/Create/edit/delete budgets | own data | all | all |
Edit integrations |
| + |
|
Send transactions to accounting |
| + |
|
View/Create/edit/delete Account rules |
| + |
|
View/Create/edit/delete email rules | + | + | + |
Create new company and edit company settings |
| + |
|
Add/edit/delete user |
| + |
|
Create/Activate/Deactivate cost center |
| + |
|
Create/Activate/Deactivate purchase types/ payment methods |
| + |
|
Create/Activate/Deactivate reward types |
| + |
|
Can be added to approval cycle | + | + | + |
See transactions and card transaction of own employees | If the person has been added to the employee's approval cycle | If the person has been added to the employee's approval cycle | all |
Approval Cycle Priority
Roles affect expense approval order:
Company-specific approvers (applied at start)
Expense-specific approvers
Cost center-specific approvers
Account-specific approvers
User-specific approvers
Company-specific approvers (applied at end)
Stand-in approvers (if original approvers are on vacation)
Money Checkers (always last)
Default company approver (fallback)
Role Assignment Methods
Method | Supported Roles |
User Management UI | Employee, Public, Manager, Accountant, Money Checker |
XLSX Import | Employee, Manager, Accountant, Public, Money Checker |
NetSuite Sync | Employee, Approver (based on supervisor/reviewer) |
Mepco Sync | Employee, Manager, Accountant, Public, Money Checker |
Severa Sync | Employee, Approver |
Notes:
Secretary and Beta Tester roles require administrator assignment (i.e. contact [email protected])
Roles synced via integrations can only be added, not removed automatically