Ulix help
Roles, areas and presets
Owners and admins give people access under Settings → Team & access. Each person has a role, which is the most they can ever do, and an access preset that can narrow it to certain areas. Access only ever narrows a role: a viewer given “Edit” still cannot change anything. Everyone who was on a company before areas existed has Full access, exactly as before. People who work for your accounting firm get the access you gave the firm. Every change to someone’s access is written to the audit log.
Roles
- Owner: Everything: the company, its people and its plan. Owners always have full access, so a company can never lock out the people who run it.
- Admin: Everything except changing owners. Admins manage the team, so they always keep Settings & users.
- Accountant: Full bookkeeping and reports, closing periods, sharing files; can change other people’s time and receipts.
- Bookkeeper: Day-to-day entry: invoices, bills, bank, receipts, time. The usual role for employees.
- Viewer: Reads only. A viewer can never change anything, whatever their access says.
Areas
- Sales: Customers, estimates, invoices, customer payments, deposits, products, schedule, trust, Amazon and donations.
- Purchases: Vendors, bills and bill approval, purchase orders, expenses, receipt matching, expense reports and payroll imports.
- Receipts: Snapping or uploading receipts and bills (camera, photos, phone link, share) and the mileage log. "Own" = only their own unprocessed receipts and trips.
- Banking: Bank and card registers, bank feeds, reconciliation and bill pay (ACH files, checks).
- Accounting: Chart of accounts, journals, the ledger, periods and closing, budgets, cost centers, currencies, crypto, tax rates, sales tax, 1099s, inventory and QuickBooks import.
- Reports: The dashboard figures and every financial report, saved and scheduled reports and their exports.
- Time: Time entries and timers. "Own" = they add and edit only their own unbilled time and see nobody else’s.
- Projects: Projects and legal matters, timekeepers and billing rates.
- Documents: The document manager: every uploaded file and its contents, folders, client rooms and share links.
- E-signatures: Sending documents for signature and reading signed copies.
- Bookkeeper AI: The AI bookkeeper chat and its queue. It only ever reads and does what the person’s other areas allow.
- Settings & users: Company settings, invoice and payment settings, team members and their access, the audit log and AI usage.
- Billing: The company’s Ulix plan and who pays for it.
- Deals: Buildings being bought or sold: the deal files, the seller’s documents and public records. Separate from the books — Documents access alone never opens a deal’s files.
Levels
- Hidden: The area is not in their menus, its screens say “Not part of your access”, and the server refuses its data, exports, files and AI answers.
- Own only: Time and Receipts only: they add and see their own entries and nothing of anyone else’s. Receipts they submitted disappear from their list once they are turned into a bill or expense.
- View: They can open and export everything in the area but change nothing.
- Edit: Everything their role allows in the area.
Presets
- Full access: Everything their role allows — the same as before areas existed.
- View only: Sees every area, changes nothing.
- Bookkeeper: Day-to-day books: sales, purchases, receipts, banking, accounting and documents; reads reports, time and projects; uses the AI bookkeeper. No settings, users or billing.
- Sales only: Customers, estimates, invoices and payments. Reads projects. Nothing else.
- Purchases only: Vendors, bills, expenses and receipts. Reads projects. Nothing else.
- Time keeping only: Records and edits only their own unbilled time. No money screens, reports, documents or AI.
- Employee: time + receipts: Their own time and their own receipts (snap or upload, see their own unprocessed ones). Nothing else.
- Custom: Choose each area.
| Area | Full access | View only | Bookkeeper | Sales only | Purchases only | Time keeping only | Employee: time + receipts |
|---|---|---|---|---|---|---|---|
| Sales | Edit | View | Edit | Edit | — | — | — |
| Purchases | Edit | View | Edit | — | Edit | — | — |
| Receipts | Edit | View | Edit | — | Edit | — | Own only |
| Banking | Edit | View | Edit | — | — | — | — |
| Accounting | Edit | View | Edit | — | — | — | — |
| Reports | Edit | View | View | — | — | — | — |
| Time | Edit | View | View | — | — | Own only | Own only |
| Projects | Edit | View | View | View | View | — | — |
| Documents | Edit | View | Edit | — | — | — | — |
| E-signatures | Edit | View | — | — | — | — | — |
| Bookkeeper AI | Edit | View | Edit | — | — | — | — |
| Settings & users | Edit | View | — | — | — | — | — |
| Billing | Edit | View | — | — | — | — | — |
| Deals | Edit | View | — | — | — | — | — |
A preset is always capped by the role: a viewer given “Bookkeeper” gets View where the preset says Edit. Settings & users and Billing can be changed only by owners and admins.
Good to know
- The AI bookkeeper only reads and does what the person’s other areas allow. Without Documents it cannot open files for them; without Banking it cannot see the bank.
- File contents follow Documents: someone without it cannot open or download a file from any screen, including attachments on bills and invoices — except, with Receipts, the receipts and bills they are allowed to see.
- Every receipt and document shows who submitted it. Owners, admins and accountants can hand one to another person; that is written to the audit log.
- Pick lists that other screens need (accounts, projects, products, tax rates) can be read by anyone who works in an area that uses them.
- Time keeping only and Employee people should have the Bookkeeper role: viewers cannot add anything.