How do I manage signatories, users and approval rules?

Individual logins

Every person who touches the account gets their own credentials. Shared logins are never permitted: they destroy the audit trail and make it impossible to tell who authorised what.

Permission levels

• View only — sees balances and statements, cannot transact. Ideal for bookkeepers and auditors.
• Initiator — prepares payments but cannot release them.
• Approver — releases payments prepared by others.
• Administrator — manages users and approval rules, usually a director.

Approval rules

Set thresholds so that payments above a chosen amount require a second — or third — approver. Separating who prepares a payment from who releases it is the single most effective control against both internal fraud and invoice scams.

Making changes

Adding or removing a signatory, or changing approval rules, requires a mandate instruction from the authorised persons on record. Raise a support ticket to start it; changes are usually applied within one to two working days once verified.

Review your user list whenever someone leaves. A dormant login belonging to a former employee is a serious and very common risk.