Administration
Manage users, settings, and system configuration.
User Management
Adding Users
- Go to Settings → Users
- Click Add User
- Enter username, email, password
- Select role (see below)
- Click Create User
Deactivating Users
Deactivated users cannot log in but their transaction history is preserved.
Primary Admin
Whoever registers first on an installation becomes the primary admin. On top of the normal Admin role, that account can manage the user list of any company on the installation, including ones it doesn't belong to.
This fixes a situation that used to be a dead end. An employee sets up a company and forgets to add you. You aren't on that company's user list, so the usual permission rules would keep you out of a company running on your own installation. As primary admin you can open it from the Company Switcher (the company name at the top of the window), click Manage Users, and invite a new person, add an existing account, or change a role.
The extra reach covers the user list only. A company's transactions, invoices, customers and reports stay locked to people on its roster - primary admin included - so being able to manage who's on the team never turns into seeing the books.
Roles & Permissions
| Role | Permissions |
|---|---|
| Admin | Full access - users, settings, all features |
| Manager | All accounting + approve transactions |
| Accountant | All accounting, no user management |
| Bookkeeper | Data entry, basic reports |
| Viewer | Read-only access |
Company Settings
How to get there: in the main navigation, click ⚙️ Company Settings. If you don't see it, open More ▾ → it will be in the overflow list (the ⚙️ button in that menu lets you pin it to the navigation permanently).
Company Settings opens on one section at a time. Use the Select a section… dropdown at the top of the page to jump straight to what you need — for the company profile below, choose 🏢 Company Information. Other sections you'll likely want are ⚙️ Company Preferences and 👥 User Management.
Company Settings is per company. Installation-wide options — licence, backups, network access — live under 🔐 System Admin instead, which is only visible to the primary admin user.
Configure your company profile:
- Company Name - Appears on invoices/reports
- Address - Business address
- Phone/Email - Contact information
- Logo - Upload company logo
- Fiscal Year - Your accounting year end
License Management
Where to enter or change a licence key: on the sign-in screen, under "License expired or need a new key?", click 🔑 Manage License. A brand-new install asks for the key on first launch, so you can paste it straight in there. There is no licence section inside ⚙️ Company Settings — licensing is installation-wide, so it sits with 🔐 System Admin and the activation screen.
Upgrading a tier costs only the prorated difference for the time left on your year, and your renewal date doesn't move — email support@bizbooks.pro and we'll issue the new key the same business day (see Pricing).
View and manage your BizBooks Pro license:
- View current tier and features
- Check expiration date
- Enter new license key
- Upgrade to higher tier
Network Access
Enable multi-user access over your network:
- Go to Settings → Network Access
- Click Enable Network Access
- Other computers can connect using your IP address
Email Settings
Configure how invoices are emailed:
- Default Email: Opens customer's email client
- SMTP: Send directly from BizBooks Pro
- SMTP server address
- Port (usually 587)
- Username/password
- From address
Accountant Access
Grant your accountant or bookkeeper secure access to your books without sharing your login credentials.
How It Works
- You create an invitation code in BizBooks Pro
- Share the code with your accountant (email, text, phone)
- Your accountant enters the code in their BizBooks Pro
- They can now access your books remotely
Creating an Invitation
- Go to Settings → Accountant Access
- Enter your accountant's email address
- Choose access level:
- Full Access - View and edit (transactions, invoices, etc.)
- Read-Only - View only (reports, balances, history)
- Click Create Invitation
- Copy the generated code and send it to your accountant
Managing Access
- Pending Invitations: Codes not yet accepted by your accountant
- Active Access: Accountants currently connected to your books
- Revoke: Remove access at any time - your accountant will be disconnected immediately