What roles are available on Qonto and which should I assign?

Every member's access to Qonto is defined by a role.

A role sets the limits of what a member can see and do on the account. There are five types of role: Account Owner, Admin, Manager, Employee and Accountant.

We recommend assigning the role that best fits each team member's needs, to get the most out of Qonto and keep your team efficient.

The Manager role is customizable: Owners and Admins set the exact permissions for each Manager individually. All other roles have fixed access levels.

What can each role do?

Employee: limited access
A team member with basic spending needs and no visibility of company finances beyond their own activity.

Key permissions:

• Use all card types
• Submit expense and transfer requests
• Manage their own transactions
• Upload their own supplier invoices

Use case: a sales representative who pays for client lunches with their Qonto card and submits receipts, nothing more.

Basic Manager: customized access
A team lead who needs to oversee their team's spending without access to the wider company finances.

Key permissions:

• Customizable access to accounts, transactions and cards
• Review and approve the team's expense and transfer requests
• Invite and manage team members

Use case: a department head who approves their team's card requests and keeps track of team spending.

Manager: customized access
A finance lead or office manager who needs broader operational control, including accounting and direct debits.

Key permissions:

• Everything a Basic Manager can do, plus viewing account balances, IBAN and statements
• Accounting (checking transactions, managing suppliers)
• Setting up direct debits
• Depositing cheques (France only)

Use case: a financial controller who runs day-to-day operations by reconciling accounts, managing suppliers and handling direct debits.

Both the Basic Manager and the Manager can use customer invoices. Their permission scope can apply at team level or across the whole company.

Admin: almost full access
A trusted CFO or finance manager with full operational control over the account.

Key permissions:

• Full access to all features: accounts, transfers, cards, team, accounting, integrations and multiple accounts
• Cannot request account closure (only the Account Owner can)

Use case: the CFO who runs all day-to-day finance operations, connects accounting tools and manages the whole team, without the responsibilities of account ownership.

The Account Owner is notified by email whenever an Admin adds a new Admin to the account.

Account Owner: full access
The Account Owner has full access to all areas of the account and can perform any action, including requesting account closure. There can only be one Account Owner per account. To hand the role to someone else, see How do I transfer the Account Owner role to another person?

Accountant: read-only access
Designed for external accountants, financial advisors or auditors. Available from the Smart plan. On the Business and Enterprise plans, Accountants can also submit transfer requests.

Which permissions does each role have?

✓ Full · Custom = customizable by the Owner or an Admin · Submit = submit only · Own = own items only · — = not available

Should I assign the Manager or the Employee role?

Use the scenarios below to decide what fits your organization best:

• I want my team lead to manage their team's spending independently → assign Basic Manager or Manager
• I need my team lead to see account balances and IBAN and download statements → assign Manager
• I need my team lead to handle accounting and manage suppliers → assign Manager
• I want my team to upload invoices and request payments → both Employees and Managers can do this
• I need my team lead to create cards for their team → assign Basic Manager or Manager; Employees cannot create cards
• I want to approve all outgoing transfers myself → assign Employee; Managers can make transfers independently within the limits you set
• I need access to credit products (Pay Later, Overdraft) → Owner or Admin only

How do I change a team member's role?

Role changes must be made by the Owner or an existing Admin. For security reasons, you cannot request a change to your own role.

1. Go to User management > User access
2. Select the team member whose role you want to change
3. Update the role and confirm

The role change takes effect immediately.

How do I change my role from Employee or Manager to Admin?

☝️ If the Owner or Admin is not available, contact Qonto Support with direct email authorization from the Owner, or add the Owner to the support thread. For security reasons, role changes to Admin cannot be processed on the basis of company registration documents alone.

How do I manage a Manager's access to sub-accounts?

By default, all roles can access the main account and all sub-accounts. What they can do depends on their role permissions.

You can assign specific sub-accounts to any Manager, regardless of their permission scope. The Manager can then only access transactions and make payments from those accounts.

• For an existing Manager: go to User management > User access > Active, click the Manager's profile, then click the pencil icon next to View transactions and make payments from selected accounts
• For a new Manager: go to User management > User access > Invite a member and select the relevant sub-accounts during setup

You can also control whether the Manager can view balances and IBANs and download statements. You can update these settings at any time under User access.

How do I customize approval workflows?

You can customize approval workflows for transfer and reimbursement requests, and define which roles can validate a request depending on the amount. For more details, see How do I customize approval workflows for transfers, reimbursements and supplier invoice payment requests?

Which actions cannot be delegated to a Manager?

Even with all permissions enabled, Managers cannot:

• Invite Admins, other Managers or Accountants
• Change the role status of themselves or other users
• Edit the subscription
• Set up multiple accounts (they can manage existing ones)
• Set up and manage third-party integrations through Connect

💡 Admins can perform all of the actions above.

How do I check a Manager's current permissions?

On 💻 web:

1. Go to User management > User access
2. Select the Manager's profile to see their assigned permissions and scope

On 📱 mobile:

1. Go to Menu
2. Tap Team members
3. Select the Manager's profile to see their permissions