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User management

If you have more than one person processing your accounts, you can invite multiple users to have access to Accounting. Having individual users means you can assign people different roles from read-only to full access. If required, you can also restrict users’ access to certain areas of Accounting. Please be aware that Payroll and Accounting Start are single-user only services only.

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To invite users, you must log into Accounting as the business owner. The business owner is the person who originally signed up to Accounting and has access to all areas of the service.


You can assign users one of the following roles:

Read Only The user can view data but not enter or amend any details.
Restricted Access The user can enter invoices, credit notes, payments and receipts. By default, a restricted user can’t edit delete or void transactions and has no access to the Journals or Settings areas. They also can’t run statutory reports, such as the VAT Return.
Full Access The user has access to all options within Accounting.
Custom If you choose to apply a custom role to a user name, you can specify what access you want them to have to the different areas in Accounting. For example, you might want them to have full access to sales but no access to the Banking area.
No Access The user is unable to access options within Accounting.

The following tasks require a user to have full access:

  • File a VAT Return or any other statutory forms online
  • Adjust a VAT Return
  • Make changes to your business or financial settings
  • Enter journals
  • Reconcile a bank account
  • View management reports
  • Access bank records
  • View bank balances

You can find out more about which options users with different roles can access, from our Detailed user access levels article.

To invite a new user

If you have more than one business setup in Accounting, you can invite the same or different users to each of your businesses. Once the user has accepted your invites, they can see the companies they have access to from the business list drop-down menu.

Please note the steps below are to invite an additional user, to Invite an Accountant please see our help article on this.

  • 1. Go to Settings, then click User Management.
  • 2. Click Invite User.
  • 3. Enter the user’s email address.

When you save the user’s details, an email is sent to the address entered inviting them to access Accounting. The first time they access Accounting, they’re prompted to enter a password and choose their security questions.

  • 4. If you want the user to have full access to all areas of Accounting, select the System Manager check box.

A system manager can access User Management, set up new users and change the access of existing users.

  • 5. From the Role drop-down list, choose the relevant role you want the user to have.

If you want the user to have different access levels to the available options, choose Custom then click Advanced Permissions and select the required role for each area. For more information, please see the previous section.

  • 6. Click Save.

You’ve successfully invited a new user to access Accounting. The user can now activate their user account from the link in the activation email and once they’ve logged in a tick appears in the Activated column. You can also see the date they last logged in.

To invite another user, simply repeat steps 2 to 6.

To edit an existing user

  • 1. Go to Settings, then click User Management.
  • 2. Click on the relevant user, then amend their details as required.
  • 3. Click Save.

To delete a user

  • 1. Go to Settings, then click User Management.
  • 2. Click the delete button next to the relevant user name, then click Yes when prompted.

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