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Understanding Team Structure

This guide explains how the Accountant Portal organizes teams and helps you understand the difference between organization-level roles and branch-level accountants.

Team Hierarchy Overview​

The Accountant Portal uses a two-tier team structure that separates organization management from branch operations.

Organization Level:

  • Manages the entire accounting firm
  • Roles apply across all branches
  • Controls billing and high-level settings
  • Three roles: Super Admin, Billing Admin, Viewer

Branch Level:

  • Manages specific branch operations
  • Accountants work with clients
  • Permissions can differ per branch
  • Three roles: Owner, Admin, Member

Organization-Level Roles​

Organization-level roles provide access across all branches in your firm.

Super Admin​

The highest permission level with complete control over the entire organization.

Capabilities:

  • Create and delete branches
  • Add and remove all team members
  • View and manage all billing across branches
  • Access all client accounts in any branch
  • Modify all roles and permissions
  • Update organization settings
  • Manage payment methods for all branches

When to use:

  • Practice owners and partners
  • Managing directors
  • Anyone who needs complete organizational control

Billing Admin​

Focused on financial management across the organization.

Capabilities:

  • View all invoices from all branches
  • See all charges and upcoming fees
  • Access billing history
  • View payment methods
  • Generate financial reports across branches

Cannot:

  • Modify client accounts
  • Change team permissions
  • Update organization settings
  • Add or remove branches

When to use:

  • Finance managers monitoring costs
  • Bookkeepers managing firm finances
  • Partners who oversee billing without operational management

Viewer​

Read-only access across the entire organization.

Capabilities:

  • View all branches and their settings
  • See all client accounts
  • View team members and roles
  • Access reports and dashboards
  • See billing information

Cannot:

  • Modify any settings
  • Add or remove clients
  • Change permissions
  • Update billing
  • Create or delete branches

When to use:

  • Auditors requiring visibility
  • Consultants reviewing practice structure
  • Stakeholders needing oversight without control

Branch-Level Accountants​

Branch-level accountants work within specific branches. Each accountant can have different permission levels for each branch.

Example: Sarah can be an Owner of the London branch and a Member of the Paris branch simultaneously.

Owner​

Full control over a specific branch.

Capabilities:

  • Manage all clients in the branch
  • Add and remove team members
  • Modify billing settings
  • Update payment methods
  • Change branch settings
  • Access all client accounts
  • Generate reports

When to use:

  • Branch managers
  • Senior accountants managing a location
  • Team leads responsible for a branch

Admin​

Manage clients and team functions with limited billing access.

Capabilities:

  • Add and manage clients
  • Invite accountants to the branch
  • Access client accounts
  • Generate reports
  • Modify client settings

Cannot by default:

  • Update branch billing settings
  • Change payment methods
  • Remove the branch
  • Modify owner permissions

Note: Permissions are customizable per user.

When to use:

  • Senior accountants without financial responsibility
  • Client service managers
  • Team leads focused on client work

Member​

Works with clients but cannot manage team or billing.

Capabilities:

  • Access assigned client accounts
  • Work on client books
  • Generate client reports
  • Communicate with clients

Cannot:

  • Add or remove clients
  • Invite team members
  • Change billing settings
  • Modify branch settings
  • Access unassigned clients

When to use:

  • Junior accountants
  • Bookkeepers on specific clients
  • Temporary or contract staff
  • Accountants needing limited access

Cross-Branch Permissions​

Accountants can have different permissions across multiple branches.

Example scenario:

Sarah manages three branches with different responsibilities:

  • London Branch: Owner - Manages the entire branch
  • Paris Branch: Admin - Helps with clients, no billing
  • Amsterdam Branch: Member - Works on assigned clients only

This flexibility matches permissions to responsibilities per location.

Best Practices​

Start simple:

  • Begin with one Super Admin
  • Add branch Owners for each location
  • Expand gradually as needed

Match roles to responsibilities:

  • Give minimum necessary permissions
  • Upgrade permissions as roles expand
  • Review permissions quarterly

Security considerations:

  • Limit Super Admin to 2-3 key people
  • Use strong passwords and two-factor authentication
  • Remove access when roles change

Need More Help?​

Manage roles and permissions: Roles and Permissions

Add team members: Managing Team Members

Set up your practice: Setting Up Your Practice