For Tom and Miles
QMax Access Model.
Max cannot write to your systems today, and QuickBooks is not connected. This document is the gate on both. Once you confirm who sees what and who approves what, we connect QuickBooks and turn writing on — with your rules in place from day one.
Your instruction, from Miles on July 29:
"We want to make sure employees have the same access rights that they currently have in Quickbooks."
That is what this does. Every tier maps to a QuickBooks role you already grant.
Where you start from
What your QuickBooks shows.
Nine users on your QuickBooks Advanced account.
| Person | QuickBooks role | Sees financials |
|---|---|---|
| Thomas Perry | Primary admin | Yes |
| Miles Andrews | Company admin | Yes |
| Vanessa Bergvist | Company admin | Yes |
| Josh Layne | Standard all access | Yes |
| Kim Perry | Standard all access | Yes |
| Michele Fronzaglia | Standard limited | Yes |
| Daniel Paige | Bill approver | No |
| Zach Rumph | Bill approver | No |
| Matt Babson | Bill approver | No |
Kim is a QuickBooks user but not a Max user, so no profile applies to her.
One thing worth knowing, separate from this project
The role names understate the access. "Standard limited — customers and vendors" still grants Company and Financial Reports, Payables and Receivables. Six of your nine can pull company financials. Only the three Bill approvers cannot.
How access works
Seeing and approving
are separate.
01
What someone can see
One of three profiles.
02
What someone can approve
Set separately, by type of work.
They are not linked. Carson needs the scorecard without gaining the ability to approve a bill. Vanessa needs to approve bills without gaining anything extra to look at.
Access is enforced on our servers, not by asking the assistant to behave. If someone is not cleared, the request is refused before any data is fetched. Every request is logged against the person who made it.
What someone can see
The three profiles.
Finance
Everyone who already pulls financial reports in QuickBooks.
Sees everything below, plus cash position, AR and AP aging, and vendor bills.
Operations
For people on your July 29 list who have no QuickBooks account.
Sees the KPI scorecard and admin portal, plus everything below. No cash position, no AR/AP aging, no bill amounts.
General
Day-to-day lookups.
Sees customers, contacts, CRM health, Project Hunter, and the sales pipeline. No scorecard, no admin portal, no QuickBooks financials.
Nobody sees salaries or payroll. Not even Finance. That data is not reachable through Max at all.
What someone can approve
Six kinds of change.
Approval is granted per kind — someone trusted with bills is not automatically trusted with sales orders. Approval rights carry the matching queue with them.
| Kind of change |
|---|
| Vendor bill entry |
| Bill date correction |
| Customer invoice |
| Collections email |
| Sales order entry |
| Scorecard publish to Smartsheet |
Who holds what
This is the table
to mark up.
| Person | Role at QMax | Sees | Can approve |
|---|---|---|---|
| Thomas Perry | President | Finance | Everything |
| Miles Andrews | COO | Finance | Everything |
| Vanessa Bergvist | A/P, A/R, HR | Finance | Bills · bill dates · invoices · collections · sales orders |
| Josh Layne | Operations lead | Finance | Bills, including the second approval above $15,000 |
| Michele Fronzaglia | Compliance, Marketing | Finance | Nothing |
| Carson Hannah | Project Development | Operations | Nothing |
| Matt Babson | Engineered PM | General | Bills and invoices on his own orders |
| Daniel Paige | Jacket PM | General | Bills and invoices on his own orders |
| Zach Rumph | Pattern Management | General | Bills on his own POs |
| Kent Snelson | Estimating | General | Nothing |
| Davey Scism | Estimating | General | Nothing |
| Noah Granito | Production, Shipping | General | Nothing |
The "Sees" column matches your July 29 list exactly — Finance plus Operations is the six you named and nobody else.
The "Can approve" column follows your Bill Approval form where the form covers it. Matt, Daniel and Zach are your PO creators and hold Bill approver in QuickBooks. Josh is your second approver above $15,000.
Four places we made a call and want your eye
- Invoices, collections and sales orders are not in your Bill Approval form. We put invoices with the PMs who own the orders, collections and order entry with Vanessa.
- Michele and Carson see financials but approve nothing. They need visibility, not write power.
- Scorecard publish sits with Tom and Miles. Should Miles hold it alone?
- Michele sits in Finance because her QuickBooks role grants financial reports. Miles mentioned she does not use QuickBooks much — tell us if practice should govern instead of permission.
Anyone not on this list gets nothing beyond General.
Next
Turning QuickBooks on.
Once you approve this model, one of your QuickBooks admins connects Max. Tom can do it as Primary admin. Vanessa may be able to from her Company admin seat — worth checking her permissions before someone sits down to it.
Mark up the table and send it back.