How to Manage Users on Xero

Managing users in Xero is essential for maintaining control over your business finances while ensuring that team members, accountants or bookkeepers have access to the tools and information they need. Whether you are onboarding new staff, changing roles, or limiting access for security reasons, Xero gives you full control over user permissions and visibility.

Xero allows you to add multiple users at no extra cost, and you can assign different access levels depending on each person’s role. From view-only access to full admin rights, managing users in Xero is both flexible and secure.

This article explains how to add, edit and remove users, how to choose the right level of access, and how to monitor who is doing what within your Xero account.

Adding a new user

To add a user, log into Xero and click the organisation name in the top-left corner. Then go to Settings and choose Users. You will see a list of existing users and an option to invite someone new.

Enter the user’s first name, surname and email address. You’ll then be asked to choose which features they should have access to. You can give them access to all areas, or restrict them to specific functions such as sales, purchases or bank reconciliation. For accountants or bookkeepers, there is a special option that gives them access to reports, journals and tax settings.

Once you send the invitation, the user will receive an email prompting them to accept and create a login. Until they accept, their name will appear as “Pending” in your user list.

Choosing the right level of access

Xero allows you to fine-tune what each user can do. For example, a salesperson may only need to create and send invoices but not view the company bank account. An office manager may need access to payroll, while an external accountant may require full access to financial reports but not daily operations.

User roles include:

• Invoice-only access

• Standard access with selected features

• Adviser access for accountants and bookkeepers

• Payroll access for HR or finance roles

• Read-only access for auditors or investors

Choosing the correct role prevents accidental errors and protects sensitive data. You can always adjust permissions later if roles change.

Editing and removing users

To change a user’s permissions, go to Settings, then Users, and click on the person’s name. You will see all the permissions they currently have and can modify them as needed. After saving the changes, they will have updated access immediately.

If someone leaves the business or no longer requires access, you can remove them from the same menu. Click the user’s name and select Remove User. They will no longer be able to log in to your Xero account, but any transactions they created will remain in your records for audit purposes.

It’s good practice to regularly review your user list, especially after role changes or departures, to ensure that only authorised people have access.

Monitoring user activity

For added security and accountability, Xero keeps a log of user activity. You can review who created, edited or deleted records such as invoices, bank rules or journals. This audit trail is useful for tracking mistakes, monitoring internal processes or checking compliance during financial reviews.

To view activity, go to Reports and open the History and Notes section on any transaction. This will show which user made changes and when.

Final thoughts

Managing users in Xero is simple, secure and essential for running your accounts efficiently. With flexible access levels and no extra cost per user, you can confidently bring in the people you need to support your business without compromising control.

Whether you are adding your accountant, delegating admin tasks or reviewing access for security, Xero gives you the tools to manage your team with clarity and precision. Just remember to regularly review user permissions and keep your account up to date as your team evolves.