Managing staff permissions and activities in Shopify Bill Pay

As a Shopify merchant, you might need to delegate financial tasks such as bill management to your staff. Shopify Bill Pay offers functionalities that allow you to grant your team access to organize payments, manage vendors, and view historical payment data. In this article, you can learn how to give and remove access to Shopify Bill Pay for your staff, how staff members can set it up on their end, and how to monitor their activities.

After you've added your bills, you can grant your staff members access to Shopify Bill Pay. Giving your staff access to Shopify Bill Pay lets them schedule bill payments, view payment history, manage vendors, and manage payment methods.

Granting and removing Shopify Bill Pay access

Grant access

After you've added your bills, you can grant your staff members access to Shopify Bill Pay. To manage who can handle bill payments, you need the permission to edit user roles.

Caution

Granting a staff member access to Shopify Bill Pay gives that staff member the same level of permissions and access as the store owner.

Steps:

1. From your Shopify admin, go to Settings > Users and permissions.
2. Click the name of the staff member that you want to give access to.
3. In the App permissions section, select Shopify Bill Pay.
4. Click Save.

The staff member now has access to Shopify Bill Pay.

Remove Shopify Bill Pay access from a staff member

1. From your Shopify admin, go to Settings > Users and permissions.
2. Click the name of the staff member that you want to remove access from.
3. In the App permissions section, deselect Shopify Bill Pay.
4. Click Save.

The staff member no longer has access to Shopify Bill Pay.

Setting up Shopify Bill Pay for staff members

After access is granted, staff members need to set up their account for use. These steps must be completed by the staff member. They can't be done by the user that granted the staff member access.

Note

Two-step authentication is required to use Shopify Bill Pay. After two-step authentication is active, staff members can pay bills, view payment history, manage vendors, and handle payment methods within Shopify Bill Pay.

Steps:

1. From your Shopify admin, go to Finances > Bill Pay.
2. A prompt for two-step authentication setup is displayed if you haven't activated it yet:
   1. Click Set up two-step authentication.
   2. Follow the prompts to activate two-step authentication.

Monitor staff activity in Shopify Bill Pay

After your staff are set up and handling financial tasks, you can review their activity to keep track of their actions.

Identify who scheduled a payment

1. From your Shopify admin, go to Finances > Bill Pay.
2. Click the payment that you want to review.
3. Go to the Payment activity section, and then locate the Payment ID.

Details including which staff member scheduled the payment and when it was scheduled are listed under the Payment ID.

Notifications

Whenever a staff member performs significant actions such as scheduling payments, adding bank accounts, or modifying payments, notifications are sent out. Both the staff member involved and the store owner will receive an email detailing the action that was taken.