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There are two types of roles in Ocerra: Static roles and Dynamic roles.

Static roles are pre-defined system roles, every user requires to have at least one role. A role is given when a new user is invited to Ocerra. A user can have multiple roles.

There are five pre-defined/static roles in Ocerra:

• Employee
  • Usually given to approvers only. Can view generic dashboard and approve assigned invoices. Can view and create Purchase Orders in Ocerra, if enabled.
• Accountant
  • Used by finance team members. Full access including settings, users, and workflow management. Can process, approve, and export invoices with full visibility over AP data.
    
• Clerk
  • Usually assigned to AP admins. Can process invoices but has no access to export or system settings. 
• Accounting Analyst
  • Used by finance analysts or auditors. Read-only access to dashboard, invoices, and POs, with the ability to export invoice lists to PDF or Excel for reporting and audit purposes. 
• Supervisor 
  • Used by system owners or finance leads. Has full access, including settings, users, and workflow management. Similar to the Accountant role, but useful when you want to exclude email notifications — especially if the Accountant role is built into approval workflows.
• Expense User
  • Can create, submit, and track their own expense claims. They cannot approve or manage other users’ claims. 
• Expense Approver
  • Can review and approve expense claims submitted by Expense Users. This role is similar to an invoice approver but applies specifically to expense workflows.  
    

Role Permissions Table

*Dashboard widgets are global across all users and show generic company information except “Recent Documents”. It shows invoices the user roles have access to. Dashboard widgets can be hidden globally.

**Inter Companies: this is an add-on; please contact us for more information.

When creating a new user, the system will require adding at least one role. A user can have multiple roles. Here's how to invite your team to Ocerra or update roles. 

Adding or removing roles

• Navigate to Settings – Users – click on the email address of the user
• Delete or add new role. To add a roles start typing the name of the role.
• Click save.

Dynamic roles

Dynamic roles only exist in the workflow builder; when selecting a role on the transition step, it can be an "assign employee" role; in this situation, there will be an option to assign a user or multiple users from the drop-down list on the invoice. 

• There are Assign Employee, Assign Employee 1, Assign Employee 2, Assign Employee 3, 4 and 5.

Learn how to assign an approver on the invoice.