Administering Quick Payable
This guide is for whoever owns Quick Payable's day-to-day configuration, typically a Salesforce administrator or AP manager with admin access. It covers users, permission sets, security settings, and the ongoing housekeeping that keeps the system running smoothly.
User and License Management
- Add a new user through standard Salesforce user setup, then assign the appropriate Quick Payable permission set based on their role.
- Confirm the user has an active Salesforce license before assuming access issues are a Quick Payable configuration problem.
- When someone leaves or changes roles, deactivate their user record and reassign any approval responsibilities to someone else, don't leave invoices routing to a departed employee.
Permission Sets and Roles
Access in Quick Payable follows standard Salesforce profiles and permission sets, so you're extending controls your org already has rather than learning a separate system.
| Role | Typical Access |
|---|---|
| AP Clerk | Capture, code, and correct invoices; resolve flagged exceptions; cannot approve payments |
| Approver | Review and approve or reject invoices routed to them; no configuration access |
| AP Manager / Admin | Configure approval rules, vendor records, and integrations; broader reporting access |
| Vendor (portal) | Submit invoices and check payment status through a separate, authenticated vendor-facing view |
| Auditor / Finance Leadership | Read-only access to dashboards and the full audit trail |
Use field-level security to restrict sensitive fields, such as vendor banking details, to only the roles that need them.
Security Settings
- Multi-factor authentication is enforced through your Salesforce org's identity settings and applies to Quick Payable access automatically.
- Single sign-on (SSO) and SAML, if your organization uses an external identity provider, are configured at the Salesforce org level.
- Session timeout and IP restrictions are managed through your Salesforce org's session security settings.
Who Can Edit Approval Rules
Restrict workflow configuration access to a small number of admins or AP managers, both to reduce accidental changes and to keep a clear record of who's responsible for approval logic. See Workflows for how to actually build and modify routing rules.
Vendor and GL Code Administration
- Maintain a consistent naming and coding convention for vendors and GL codes, especially before a larger rollout, since cleaning this up later is more work than starting consistent.
- Periodically review vendor records for duplicates, especially after a bulk import.
- Assign default GL codes and cost centers to high-volume vendors so AP clerks aren't re-coding the same vendor's invoices every time.
Data Retention and Audit Trail
- Invoice, approval, and vendor data follows your organization's own Salesforce data retention settings, since it's stored as native records in your org.
- The audit trail logs every invoice, approval, and vendor action automatically, admins don't need to configure logging separately for basic audit needs.
- For extended logging or monitoring, admins can layer on Salesforce tools such as Event Monitoring or Shield, where licensed.
Multi-Entity Administration
For organizations managing multiple entities or subsidiaries:
- Keep approval hierarchies, vendor records, and reporting separated by entity rather than sharing a single flat structure.
- Assign admin responsibility per entity if different people own AP for different business units.
- Consolidate reporting centrally for finance leadership while keeping day-to-day configuration entity-specific.
Periodic Admin Checklist
- Review user access quarterly and remove anyone who's changed roles or left.
- Spot-check approval rules against your organization's actual current policy, policies drift, and workflows should be updated to match.
- Review vendor records for duplicates or outdated payment terms.
- Confirm delegation settings are current, especially after personnel changes.
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