Every quote and invoice is protected so that only your team and the intended customer can see it. This article explains who inside your organization can view or change documents, and how your customer opens them through a secure link.
Who in your organization can see and edit
Access inside ATB Invoicing is set by role. Each team member is either an Admin or a User. Two permissions control quotes and invoices:
- View invoices — view and download all invoices and quotes.
- Create and manage invoices — create, edit, send, and void invoices and quotes, record payments, and manage share links.
Admins always have both permissions. Users have View invoices by default, and an admin can grant them Create and manage invoices. Admins manage this on the Permissions tab of Manage Organization. See Managing administrators and sub-users.
Permissions apply to every document in the organization. There is no per-document sharing between team members. Anyone with View invoices can see all quotes and invoices, including their internal notes.
How your customer sees a document
Each quote and invoice has its own permanent link. Your customer uses it to view the document, pay an invoice, or accept or decline a quote.
The link is always protected. Opening it shows a cover with your business name, the document number, the amount, and the due date. The full document, payment options, and accept or decline buttons open only from a secure link.
A secure link:
- Is sent to your customer's email address or phone number on file. ATB Invoicing includes one each time you send or resend the document, and in every receipt.
- Works once and expires after 15 minutes if it is not used.
- Keeps the document open in that browser tab for up to 24 hours.
If a secure link has expired, your customer clicks Email me a secure link (or Text me a secure link) on the cover. A fresh link goes to the contact details you have on file, never to an address the visitor types in.
Note. A customer can request a link only after you send the document or mark it as sent. Drafts cannot be opened by customers.
Share the link yourself
On the quote or invoice page, the Share link card shows the link with a Copy button. Use it to send the link through your own email or messaging. ATB Invoicing does not send anything when you copy it.
Whoever receives the link still sees only the cover. They can request a secure link, but it goes to your customer's contact details on file. If the customer has no email address or phone number, the card asks you to add one first.
Revoke and restore access
If you sent a document to the wrong person, revoke access:
- Open the quote or invoice.
- In the Share link card, click Revoke access.
- Click Yes, revoke access.
Every secure link already sent stops working, and anyone viewing the document is locked out right away. Your customer cannot request a new link until you click Restore access or send the document again. A quote that is revoked cannot be accepted or declined.
Tip. Before you restore access, check the customer's email address and phone number. Changing a customer's contact details automatically cancels secure links already sent to the old details.
When access closes automatically
- Void quotes and invoices show a closed cover to everyone and cannot be opened.
- Paid invoices stay available so your customer can see their receipt.
- Accepted, Rejected, and Expired quotes stay available as a record of what the customer responded to.
