Team, roles & settings
Team, roles and settings for small businesses
Invite the whole team by phone or email, give each person exactly the access their job needs, and keep a record of every change.
In short
SimpleERP gives small businesses team members with their own logins, seven ready-made roles plus custom roles built from View, Manage and Approve permissions, branches, GST rates, fiscal-year numbering, a lock date, a full audit log and CSV export.
Illustration of the one-screen setup: business, GST and money, and team, with accounts, GST rates, units, roles and numbering seeded.
The daily job: let people work without handing over the keys
A small business needs its accountant, salespeople and store staff in the system without everyone seeing salaries or posting payments. SimpleERP sets that up in minutes and records who did what.
- Invite everyone by phone or email, each with their own login
- Give each person a role that matches their job
- See who changed what, and when, on every document
Members
Members invited by phone or email
Type a phone number or email, pick a role, and SimpleERP creates an invitation link valid for 14 days that you can copy or share on WhatsApp. There is no cap on invitations; each active member is one user on the Premium plan. Suspend someone for a while, remove them at once, and their past actions stay in the audit log.
- Invite many people in one go, each with their own role
- Resend or revoke a pending invitation at any time
- A business can never be left without an owner
- A role change applies on the member's next click
Roles
Ready-made roles for every job, and your own
Seven roles are set up for you. Need something in between, such as a cashier who records payments but cannot post journals? Duplicate a role and tick View, Manage or Approve per area. View sees lists and reports, Manage creates and edits drafts, and Approve posts, cancels and approves anything that moves money or stock.
| Role | What it covers |
|---|---|
| Owner and Admin | Everything, including members and settings |
| Accountant | Accounting, payments, invoices, bills, expenses, payroll and finance reports |
| Sales | CRM, customers, quotations, orders, invoices and sales reports |
| Purchase & Inventory | Suppliers, orders, bills, products, stock and manufacturing |
| HR Manager | Employees, attendance, leave, payroll and claim approvals |
| Employee | Self-service: own attendance, leave, payslips and claims |
Branches
Branches stay hidden until you open a second one
A one-location business never visits this page. Add a branch and it gets its own address, GSTIN and a warehouse, invoices raised there print the branch's GSTIN and address, and every journal line carries its branch, all on one ledger.
- Move the head office flag to another branch in one step
- A branch with open documents or active employees cannot be archived
- Branch-wise filters on reports such as the general ledger
Profile
Your business profile prints on every document
Business name, legal name, GSTIN, address, logo and contact details are set once and appear on invoices, receipts and statements. The fiscal year start and base currency lock once documents exist, and every locked field says why.
Setup
Numbering and GST rates you can see and change
Each document type has a prefix, padding and a yearly reset, with a live preview of the next number that matches what the next document really gets. GST rates are preset, and missing slabs are one click away. Units of measure and payment terms such as Net 30 sit on the same settings page.
| Document | Next number |
|---|---|
| Sales invoice | INV-2026-27-0214 |
| Purchase bill | BILL-2026-27-0062 |
| Receipt | RCPT-2026-27-0042 |
| Employee | EMP-0008 |
- The next number can be raised but never lowered below one already used
- Changing a prefix affects new documents only; old numbers never change
Illustration of GST tax invoice INV-2026-27-0213 to Ravi Stores with CGST 9% and SGST 9%, round off, a UPI QR code and the amount in words.
Control
A lock date, an audit log and your data on demand
Three settings keep the business in control of its own records, and each one is enforced by the database or the server, not just hidden in the interface. Every settings change itself lands in the audit log.
- Lock date: nobody can post, cancel or reverse anything on or before it
- Audit log: who changed which record, when, with the old and new values
- Export: every report as CSV, plus members, roles, branches, tax rates, the chart of accounts and the audit log from settings
- A business with posted documents cannot be deleted by accident
One system
What it connects to
Settings sit under every module: roles decide what each person sees in them.
Accounting
A double-entry ledger with journals, bank registers, statements and a lock date.
See howGST billing
Tax invoices with CGST, SGST or IGST by place of supply, HSN on every line and a UPI QR on the print.
See howHR, attendance & leave
Employees, a daily attendance sheet, phone check-in, holidays and leave balances.
See how
Honest limits
Not included yet
- Separate number series per branch: numbering is per document type
- Approval chains with more than one approver
- SMS, WhatsApp and payment gateway integrations, which show as coming soon
- An API or webhooks for other software
- Consolidating several businesses into one set of books
FAQ
Questions, answered
Do you charge per user?
Yes, after the seven-day free trial: Premium is priced per user per month, counted on active members. Pending invitations are not charged. See pricing.
Can an employee see only their own payslips and leave?
Yes. The Employee role is self-service only: their own profile, attendance, leave, payslips and expense claims, and nothing else.
Can one login work for two businesses?
Yes. A person can be a member of several businesses with a different role in each, and chooses which one to open after signing in.
What does the lock date do?
It closes the books up to a date. The database refuses any posting, cancellation or reversal dated on or before it, so a filed month cannot change. Moving it back needs its own permission and is recorded.
Can I take my data with me?
Yes. Every report exports to CSV, including the general ledger, sales and purchase registers and the payroll register, and so do the product and stock lists. Settings exports members, roles, branches, tax rates, the chart of accounts and the audit log. Documents print as A4 or PDF.
Related
Keep reading
Accounting
A double-entry ledger with journals, bank registers, statements and a lock date.
Read moreHR, attendance & leave
Employees, a daily attendance sheet, phone check-in, holidays and leave balances.
Read moreMulti-branch business
Branches with their own GSTIN and warehouses, transfers, and one set of books.
Read moreSecurity
How SimpleERP protects your data today: row-level security, scrypt passwords, revocable sessions, audit history and CSV export.
Read more
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