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Security & Governance

Decide who can change a record.And when it locks.

Roles decide which screens, cost margins, and reports a person can open. Record locks stop staff from altering yesterday’s confirmed bills, and approval puts one checkpoint on exceptions.

ProfessionalApprovals and custom role permissions are included on Professional.

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Workflow

The security sequence.From user onboarding to locked ledgers.

  1. Define Roles & Scopes

    Create custom roles for billing clerks, godown managers, and accountants with targeted read and edit rights.

  2. Exception Approvals

    Orders exceeding credit ceilings or discounting rules route to an authorized manager for one-click verification.

  3. Automated Record Locks

    Confirmed transactions lock immediately. Historical bills cannot be manipulated by unauthorized staff.

Control & governance

Move fast. Keep control.

Give your team the access they need, control what requires approval, and lock transactions at the right stage — without slowing down the work.

  • Admin
  • Super Admin
  • Store Manager
  • Billing Staff
  • Approval required
  • Confirmed
  • Locked

Control Center

Sample

Choose a control layer

Roles & permissions

Each role is a set of what that person can view or change.

Roles

  • Super AdminFull system access
  • AdminFull system access
  • Store ManagerManage store operations
  • Billing StaffHandle billing and sales

Store Manager, for example

  • Sales ordersView and change
  • InvoicesView and change
  • ItemsView and change

User and role management stays with Admin and Super Admin.

Approval setup

Example configuration. A document waits for an approver only when you turn that on.

Documents

  • Sales OrderRequires approval
  • InvoiceNot required
  • Purchase OrderNot required

Approvers are users or roles you assign.

Fulfillment journeys

  • DeliveryConfirmed, packed, shipped, delivered
  • PickupConfirmed, ready for pickup, picked up
  • InstantConfirmed, handed over

Each method keeps its own stages, separate from payment.

Record locks

Lock a sales order when it is confirmed, or when it is dispatched.

Sales order

  • Do not lock
  • Selected. Lock when confirmedDefault
  • Lock when dispatched

Sales order

SO-1048

Status
Confirmed
Record
Locked
Editing
Disabled

Other documents have their own lock points. Locked records show a lock, and editing is disabled.

  1. Control Access

    Roles & Permissions

    Give each person access to exactly what they need — from Admin and Super Admin to Billing Staff and Store Manager.

  2. Control the Process

    Approvals & Order Journeys

    Choose which documents require approval and configure fulfillment journeys for Delivery, Pickup and Instant orders.

  3. Control the Record

    Record Locks

    Lock transactions at the right stage so confirmed or dispatched records can't be changed unexpectedly.

A store manager sees that shop.Billing does not have to see margin.

Report access is chosen on the role. A confirmed invoice can lock so yesterday’s bill is not edited. An order that grows past the customer’s credit can be blocked, or sent for the one approval step.

There is no chain of approvers. QABILL does not generate an e-invoice IRN or an e-way bill. What those layouts print is on billing.

Operational Doubts

Questions trade businessesask about permissions.

Can we hide purchase costs and gross margins from billing clerks?

Yes. In Role settings, you can completely hide purchase costs, supplier rates, and profit margin columns from counter operators so confidential margins remain private.

Can staff be restricted so they only see their own invoices or branch?

Yes. QABILL supports four data access scopes: Own (only documents created by the user), Team, Store (all documents within their assigned location), and All Locations (account-wide admin view).

Does QABILL support multi-level approval hierarchies?

QABILL deliberately uses a streamlined, single-step approval process. When enabled, designated managers can approve or reject exceptions quickly without creating administrative bottlenecks.

Give one person a role and see what they can open.

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