You can collaborate with your employees and accountants in Zoho Books by inviting them as users and providing role based access. Since Zoho Books is an online application, multiple users can access it and work from any location.

Adding Users

Zoho Books allows you to add users. To do this, follow the steps below:

Invite Users

Deleting Users

To delete a user follow these steps:

Deleting Users

Please Note:

  • Only an admin can delete users.
  • An admin cannot delete his or her own account.
  • At any given point of time there has to be one admin.

Changing User’s status

In circumstances where you don’t want to permanently delete a user but would like to prevent or restrict a user from accessing Zoho Books, you can change the user’s status to inactive. This ensures that the person is no longer able to use Zoho books but remains listed as a user. You can also reactivate a user if you want him to use Zoho Books again.

To change the user’s status, follow these steps:

Change user's status

Adding Custom Roles

Users can access the modules based on their role. Predefined roles are:

You can create additional roles based on your needs. To create a custom role, follow these steps:

Adding Custom Fields

Custom Fields for users allow you to quickly and easily add data against fields created by you. For example, you might want to add the phone numbers of all your users. You can just add a custom field called Phone Number against which you can enter the user’s number.

New Custom Field

New Custom Field

The 12 data types supported by Zoho Books are:

Data Type Name Description
Text Enter a word or a short phrase against the field name.
Email Enter an email address against the field name.
URL Enter a URL to a file or a website against the field name.
Phone Enter a contact number against the field name.
Number Enter any positive or negative number against the field name.
Decimal Enter any positive or negative decimal number against the field name.
Amount The amount you enter will be displayed along with the currency you wish to display. It may be your organization’s base currency or the currency for that particular transaction.
Percent Enter a value to denote a percentage against the field name.
Date Select a date from the calendar for this field.
Checkbox You can add a checkbox with a small text or description to tell what it is for. For example, it may be used to confirm an action or make a choice. If it is selected, the value ‘true’ is passed, if not ‘false’ is passed.
Auto-Generate Number While creating transactions, you can create a custom field with this data type if you wish to automatically generate the data. For example, you can create a custom field called ‘Expense Reference’ and enter the values as shown in the image below,
auto number
Henceforth, for every expense you create, this field will be generated automatically.
Drop-down Enter a set of options for a field and select them from a drop-down.

Finally click on Save to save the custom field.

Restricting user access to a set of customers

Zoho Books allows you to create a custom role for a user in which he/she can create, view and edit transactions for specific customers. You can then assign the user as a contact owner for that contact.

While creating a custom role, you can set permissions such that anyone in this role can only access and add new transactions only for assigned customers in the Contacts section.

In the New Role page, under the Contacts section, select,

Roles Permission

In the users list page, hover the cursor over the name of the user, click on the Gear icon and select the option View Customers to view the customers the user has been assigned to.

User View Customers

Click here to learn more about assigning a user to a contact.

Note: Only Admin users can create custom roles, users and assign contact owners.

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