What is the difference between role-based and policy-based permissions?

Roles set the baseline for a job function such as partner, manager, or preparer. Policies then narrow access by attributes like client group, engagement type, or document sensitivity.

Can I restrict who sees sensitive documents like tax returns?

Yes. Document-level permissions let you limit returns, K-1s, or payroll files to specific roles or named staff while the rest of the engagement stays visible.

Is every permission change recorded?

Every grant, change, and revocation is written to an audit log with the user, timestamp, and prior value, so reviews and peer review requests are a report rather than an investigation.

Role-based and policy-based permissions for CPA practices

Define exactly what each role can see and do — then layer policy rules on top so access follows the client, the entity, the pod, and the engagement rather than one flat permission list.

Grid of permission toggles and checkmarks representing a roles matrix

Prebuilt roles for partner, manager, preparer, admin, and client
Policy rules that scope access by client, pod, or entity
Field-level control over sensitive data such as SSNs
Every permission change captured in an audit log

Roles for how firms are actually structured

A preparer should not see partner-level revenue. A bookkeeper assigned to three monthly clients should not browse the whole client list. An admin who chases documents does not need to open completed tax returns. WeCloseBooks ships with role-based access control (RBAC) mapped to real accounting-firm job functions, so least privilege is the default rather than a project you never get to.

Policy-based access for the exceptions

Roles alone break down the moment a client asks that only two named people touch their file, or a partner's own return must be hidden from staff. Policy-based access control (PBAC) handles those cases with rules evaluated at request time: restrict by client, household, entity, pod, engagement type, or document classification.

Because policies are evaluated live, a change takes effect immediately across the dashboard, document library, AI review, and reporting — there is no cached view that quietly leaks yesterday's access.

Confidential client flag that hides a file from everyone but named staff
Restrict sensitive document types to specific roles
Read-only access for reviewers and outsourced teams
Client-side permissions so one contact can upload and another cannot

Prove it, not just promise it

Permission reports show, for any staff member, exactly which clients and document types they can reach, and for any client, exactly who inside the firm can open their records. That evidence supports your written information security plan, IRS Publication 4557 safeguards, and client security questionnaires.

Frequently asked questions

What is the difference between role-based and policy-based permissions?: Roles set the baseline for a job function such as partner, manager, or preparer. Policies then narrow access by attributes like client group, engagement type, or document sensitivity.
Can I restrict who sees sensitive documents like tax returns?: Yes. Document-level permissions let you limit returns, K-1s, or payroll files to specific roles or named staff while the rest of the engagement stays visible.
Is every permission change recorded?: Every grant, change, and revocation is written to an audit log with the user, timestamp, and prior value, so reviews and peer review requests are a report rather than an investigation.

See rbac/pbac & permissions in your firm

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