Each member’s access is defined by a role. A role sets the boundaries of possible activities on a Qonto account. There are five types of roles: Account Owner, Admin, Manager, Employee, and Accountant.
We recommend assigning the role that best fits each team member’s needs to make the most of Qonto and maximize collective efficiency.
What can the Account Owner do?
The Account Owner has full access to all areas of the account and can perform any action — including requesting account closure.
What can an Admin do?
Admins have the same rights as the Account Owner. The only exception is that they cannot request account closure.
What can a Manager do?
For plans chosen before 01/10/2024:
The Manager (role available for Business and Enterprise plans) is customizable so they only see what the Account Holder or Admin wish to show. The Manager can have access to expense management, supplier invoices, team management, financial monitoring, and accounting. However, this role cannot configure or manage the account, modify a role, or change the subscription plan.
Manager permissions can be applied at the Team level or at the entire account level. 👉 In this article you will find the complete list of permissions for the Manager role.
For plans chosen after 01/10/2024:
The Manager role is divided into two permission levels:
- Basic Manager: available with Essential, Business, and Enterprise plans.
- Advanced Manager: available through the Add-on for Accounts Payable and Expense & Cost Management.
Both roles are customizable, allowing Owners and Admins to grant access only to specific functions. Their permission scope can apply either at the team level or for the entire company.
☝️ All review and approval permissions are exclusive to the Advanced Manager role.
Both Basic and Advanced Manager roles have access to the Client Invoices feature.
What can an Employee do?
For plans chosen before 01/10/2024:
Access for the Employee role is limited to their own transactions, receipts, and uploaded invoices. If assigned, they can own a card and make payments with it.
For plans chosen after 01/10/2024:
Depending on the plan, Employees can also:
- Submit transfer requests — available on Business and Enterprise plans, no add-on required.
- Submit expense reports — available on Essential, Business, and Enterprise plans, no add-on required.
With the Expense & Spend Management add-on, Employees can also:
- Import and manage supplier invoices — upload invoices and edit the details of the ones they imported.
- Create payment requests — prepare invoice payments and submit them for approval.
What can an Accountant do?
The Accountant role is available from the Smart plan and is designed for an external accountant, finance advisor, or CPA.
On Business and Enterprise plans, Accountants can also make transfer requests.
How do sub-accounts and approval workflows work across roles?
All roles have access to both the main account and all sub-accounts. However, the actions users can perform vary based on their role permissions.
☝️ Owners and Admins can restrict a Manager's access to specific sub-accounts from the User Management section.
You can also customize approval workflows for transfer and reimbursement requests, defining which roles can validate a request depending on the amount. For more details, visit How to customize workflow approval for transfer and reimbursement requests.