Give each person the access they need for their role, and keep an understandable record of important approvals.
A practical step-by-step approach
List the actions that need review
Start with a short list such as large expenses, supplier changes, payment details and corrections to financial records.
Assign responsibility by role
Specify who prepares a record, who reviews it and who can approve it. Avoid giving broad access just because it is convenient.
Choose a consistent approval threshold
Document practical thresholds and escalation steps that match your business, rather than improvising a rule for each transaction.
Retain the evidence
Keep supporting documents and the approval decision with the relevant record.
Review access periodically
Revisit permissions when people change responsibilities or leave the team.
Your working checklist
- Reviewable actions listed
- Roles and decision-makers clear
- Approval thresholds documented
- Documents retained
- Access reviewed regularly
A single shared login hides accountability and makes it harder to understand who changed a record.
Common questions
Does every expense need the same approval?
Not necessarily. Apply a written policy that considers amount, risk and the people involved.
How should permissions change as the team grows?
Review access against current job responsibilities and remove permissions that are no longer needed.
Put the guide into practice.
See how Seylac helps growing teams organise the connected records behind daily business work.
General educational guidance only. Consult an appropriately qualified local professional for tax, legal or regulated financial requirements.