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. 


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.