Manage Users

Audience: All MineralTree users

Summary: Reviews MineralTree's user types, functions and how to manage them within the MineralTree system. 

This article covers the following topics:

• User Roles Overview
• Managing Admin Users
• Add/Remove a MineralTree User

• Read Only Access

User Roles Overview

There are 5 user roles in the MineralTree application.

• Administrator
• Accounting Manager
• Read-Only Accounting Manager
• Payment Authorizer
• Invoice Approver

MineralTree Support can add Administrators. When an Administrator adds a user, the available roles in the application are:

• Accounting Manager 
• Read-Only AM
• Approver (Payment Authorizer)
• Invoice Approver

The following role combinations are available:

• Accounting Manager: Invoice Approver, Admin 
• Read-Only AM: Invoice Approver OR Payment Authorizer
• Approver (Payment Authorizer): Read Only Accounting Manager OR Invoice Approver, Admin
• Invoice Approver: Accounting Manager, Read-Only Accounting Manager OR Approver (Payment Authorizer), Admin
• Administrator: Accounting Manager OR Approver (Payment Authorizer), Invoice Approver

Restrictions:

• Payment Authorizer and Accounting Manager roles cannot be combined for the same user.
• A Read‑Only AM cannot be an Administrator.

Accounting Manager

The Accounting Manager is the primary user of MineralTree. Responsibilities include:

• Vendor Details: View vendor profiles and manage payment information (ACH bank account, routing number, default payment type, GL coding, remittance emails).
• Document Management: Manage the MineralTree inbox where invoice documents are captured.
• Invoice Coding and Review: Review captured invoice data and complete coding.
• Invoice Approval: Create approval rules and manage approvals or rejections.
• Invoice Posting: Post invoices to the ERP system or manage auto‑posted invoices.
• Payment Selection: Build the payment queue for Payment Authorizers to review.
• Research: Access payment history to answer vendor questions or review documentation.
• Bank Account Verification: Verify bank accounts created in MineralTree by Implementation or Support.

 Important Notes: 

• The Accounting Manager role can be paired with an Invoice Approver and/or Administrator role. 
• The Accounting Manager and Payment Authorizer roles cannot be combined for the same user. 

Read-Only Accounting Manager

Read‑Only Accounting Managers can view all information available to Accounting Managers but cannot make changes. This role is especially useful for auditors or anyone who needs to log in to MineralTree to view information and settings without making any modifications or changes. They can search data and download reports.

Can view:

• Connected MineralTree accounts
• Captured documents
• Invoices (created, pending, paid)
• Vendor details
• Invoice approval rules
• Reports

Cannot view or perform:

• Bank cash balance
• Payment actions (Void, Add to Queue, Add a Note, Re‑sync)
• Buttons or links that allow changes (Save, Add, Edit, Delete, Create, Post)

Important Notes: 

• Read-Only Accounting Managers can be Invoice Approvers, and this would allow this user to also approve and reject (and potentially create/edit) invoices. 
• Read-Only Accounting Managers can be Approvers (Payment Authorizers), and this would allow this user to approve and reject payments as well as run reports.
• A Read‑Only Accounting Manager cannot be assigned the Administrator role, regardless if it is paired with an Approver (Payment Authorizer) OR Invoice Approver role. 
• Read-Only Accounting Managers can be created by Admins. 

Invoice Approver

Invoice Approvers are typically staff who are not directly involved in Accounts Payable but review invoices for accuracy and receipt.

Permissions:

• By default: view, approve, or reject invoices.
• Optional: create/edit invoices (must be enabled by an Administrator).

Approval Methods:

1. Without logging in: Approvers click a link in the approval email to view invoice details (vendor, amount) and approve/reject. They may add comments for Accounting Managers.
2. Logging in: Approvers access the Invoice Approver application to view all pending invoices, including line‑level coding. They can approve/reject individually or in bulk.

Payment Authorizer

Payment Authorizers release payments. Up to two levels of payment approval can be enabled before release: either single, dual or dual sequential based on dollar threshold. Payment Authorizers log in to the Payment Authorization interface to:

• Review summary or full payment details.
• Approve payments for submission.
• Reject payments (sent back to Accounting Managers for review/resubmission).
• Run Searches and Reports. 

Important Notes: 

• Cannot edit invoice or payment information.
• Cannot view Vendor Profiles.
• Payment Authorizers can be Invoice Approvers, and this would allow this user to also approve and reject (and potentially create/edit) invoices. 
• Payment Authorizers can be Admins.

Administrator

The Administrator role can be standalone but is typically combined with Accounting Manager, Invoice Approver, or Payment Authorizer roles. Administrators have privileges to manage company settings and users.

Company Settings:

• Update company information (name, address used on checks).
• Manage payment approval workflows (single/dual/dual sequential approval thresholds).
• Manage invoice approval workflows (tiered rules, access privileges, requirements).
• Manage security settings (two‑factor authentication).
• View bank account information (cannot edit; contact Support for changes).

Manage Users:

• Add or remove non‑admin users.
• Edit user information.
• Reset user passwords.

Note: Administrators can only be created, deleted, or modified by MineralTree Support.