What transactions you can see and edit in Weel depends on your role and permissions, not just your job title. This applies to the web app's Transactions list; the mobile app works a little differently. Knowing these scopes means you always know who can review or approve a transaction, and where to point a teammate who needs a different view.
How It Works
- Team Member (or Custom role without full edit permission): see your own transactions, transactions on your budgets, and card transactions you're named to approve.
- Accountant (or Custom role with "Edit expense data for all transactions"): view and edit every transaction in the business by default.
- Admin and Owner: always view and edit every transaction in the business; this permission can't be removed from either role.
- Budget Owner (formerly Budget Approver): view and act on every transaction and approval tied to your budget, regardless of your other roles.
- Approver named via Approval Rules: view and act on a specific card transaction you're routed to approve; this doesn't cover bills, reimbursements, or Manual adjustment transactions.
- The "View all approvals" permission: see every bill, reimbursement, and Manual adjustment transaction, plus card transactions at any approval stage in the business, not just items routed to you.
- Expense Assistant (Premium plan): view and edit incomplete card transactions for the person who added you, not their reimbursements or bills.
Good to know
- Permissions, not role names, decide full access. An Admin or Owner can add or remove "Edit expense data for all transactions" from the Accountant role or a Custom role, and can add "View all approvals" (found in Roles settings, under Approvals) to any Custom role.
- Your own transactions stay visible regardless of status, except a small set of internal statuses that never show to any user.
- Expense Assistant access is set up per person in People, not as a role or permission. The mobile app's Transactions list only shows your own transactions; use its separate Approvals section for items you're routed to approve via Budget Owner status, Approval Rules, or "View all approvals."