Who this is for: owners and administrators setting up Settings → Team & Access for a sales team.
Your sales people don't need an accounting role to work leads. Three ready-made roles give a sales team the CRM and nothing else — no invoices to draft, no journals, no payroll — and keep BareLedger's usual rule: the person who says a deal is won or lost is never the one who signs it off.
| Role | Sees | Works leads | Won / lost | Quotations & invoices |
|---|---|---|---|---|
| Sales Representative | Only the leads they own or created | Yes — capture, follow up, log calls and notes | Proposes (submits for sign-off) | No access |
| Sales Manager | Every lead | Yes, and hands leads out to the team | Reviews | Can read them |
| Sales Director | Every lead | No | Gives final approval | Can read them |
All three can use the contacts directory, open support tickets and ask the assistant. None of them can draft or approve anything in accounting.
The other roles keep working as before: the Accountant has full CRM access, Staff work every lead and submit won/lost, Reviewers and Approvers check won/lost, and Viewers read the whole pipeline.
Who sees which lead
- A Sales Representative sees a lead when they own it (they are its responsible person) or created it — on the Leads page, in Activities & Follow-ups, in search, on the dashboard's CRM card and on the phone. Leads owned by colleagues don't appear, and opening one by link says it can't be found.
- Website enquiries arrive unassigned, so a Sales Manager (or anyone who sees every lead) hands them out with Assign. Once a lead is assigned to a rep, it shows up in their list.
- If a rep reassigns their own lead to someone else, it leaves their list unless they created it.
- Everyone else who can open CRM sees the whole pipeline.
Won and lost
- The rep marks the lead Won or Lost (with a reason) and submits it.
- The Sales Manager reviews it under CRM → Approvals — or rejects it back with a comment, and the rep corrects and resubmits.
- The Sales Director gives the final approval; the lead closes.
The same person can't do two of those steps on one request — the rep, the reviewer and the approver are always three different people. An organization without a Sales Director can use an Approver for step 3; without a Sales Manager, a Reviewer for step 2.
When a customer wants a quote
Quotations are accounting documents, so sales roles don't draft them. The rep moves the lead to Quote requested; it then shows under Quotes to prepare for Staff or the Accountant, who draft the quotation from the lead in one click. When the customer accepts, the project opens automatically.
Setting it up
- Invite each person under Settings → Team & Access and pick the role.
- Need something in between? Pick the closest role, then adjust the CRM row — for example Preparer (own leads only), Reviewer or Approver (every lead).
Common mix-ups
- "A rep can't see a lead a colleague is working." Correct — reps see their own leads. Ask a Sales Manager to reassign it.
- "Nobody picks up website enquiries." They arrive unassigned and only people who see every lead can assign them. Make sure someone with Sales Manager (or Staff/Accountant) checks the Unassigned filter.
- "The rep can't create the quotation." By design — they request it; Staff or the Accountant prepare it.