User permission levels
Last updated 20 July 2026.
Every user has a permission level from 0 to 8. Levels are cumulative: each level includes everything below it, so the table shows what each level adds.
| Level | Name | Adds |
|---|---|---|
| 0 | No Access | No access to the organisation |
| 1 | Signed in | Sign in and view their own profile |
| 2 | My Money | Their own expenses and mileage, with receipts and attachments |
| 3 | Contacts & Projects | Contacts, contact groups, and projects |
| 4 | Invoices, Estimates & Files | Invoices, estimates, credit notes, purchase orders, and products & services |
| 5 | Bills | Bills |
| 6 | Banking | Bank accounts, reconciling, and explaining transactions |
| 7 | Tax, Accounting & Users | Viewing VAT returns, reports, and capital assets, preparing payroll, seeing and approving everyone's expenses, managing users, and editing company settings |
| 8 | Full Access | Filing VAT returns to HMRC, submitting payroll (RTI) to HMRC, and exporting all data |
The navigation only shows what your level can reach, so a My Money user sees only Tala, Expenses, and Dashboards.
Levels and roles
A user's role (Employee, Admin, Accountant, or Read only) is a label; the permission level is what controls access. The role only sets the starting level when the user is created - see Add and manage users.
Filing to HMRC
Only Full Access (level 8) can submit a VAT return or send RTI to HMRC. Level 7 can prepare both, which suits an accountant or bookkeeper who drafts returns for you to file.
Changing a level
You need level 7 or higher, you can grant up to your own level, and you cannot change your own level. Open Users, click the person, and use Access & permissions.
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- Add and manage users
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