User permission levels
Last updated 27 July 2026.
Every user has a permission level from 0 to 8. Levels are cumulative: each level includes everything below it, so the table shows what each level adds.
| Level | Name | Adds |
|---|---|---|
| 0 | No Access | No access to the organisation |
| 1 | Signed in | Sign in and view their own profile |
| 2 | Expenses & Payslips | Their own expenses and mileage, with receipts and attachments, plus their own salary report and payslips |
| 3 | Contacts & Projects | Contacts, contact groups, and projects |
| 4 | Invoices, Estimates & Files | Invoices, estimates, credit notes, purchase orders, and products & services |
| 5 | Bills | Bills and bill credit notes |
| 6 | Banking | Bank accounts, reconciling, and explaining transactions |
| 7 | Tax, Accounting & Users | Viewing VAT returns, reports, capital assets, and End of Year, preparing payroll, seeing and approving everyone's expenses, seeing everyone's salary and payslips, managing users, and editing company settings |
| 8 | Full Access | Filing VAT returns to HMRC, submitting payroll (RTI) to HMRC, approving year end accounts, and exporting all data |
The navigation only shows what your level can reach, so an Expenses & Payslips user sees only Tala, Expenses under Money Out, and Salary under Reports. Anything that aggregates the whole organisation's money, including Dashboards, starts at level 3.
Levels and roles
A user's role (Employee, Admin, Accountant, or Read only) sets the starting level when the user is created, and the level then controls how much they can see.
The role does one thing the level cannot override: Accountant and Read only can never create, edit, or delete anything, at any level. Levels and roles are therefore two separate axes - the level is how much you see, the role is whether you can change it. See Add and manage users.
Filing to HMRC
Only Full Access (level 8) can submit a VAT return, send RTI to HMRC, or approve year end accounts. Level 7 can prepare all three, which suits an accountant or bookkeeper who drafts returns for you to file.
Changing a level
You need level 7 or higher, you can grant up to your own level, and you cannot change your own level. Open Users, click the person, and use Access & permissions.
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