Controls for teams and agentsThe same rules for
The same rules for
people and agents
Who can see
and do what
Define who can do what, per entity and per kind of record. Roles grant scoped actions, and agents and assistants act under the same roles as people: a bill-processing agent can be restricted to drafting, with approval and payment permissions assigned separately.
Roles · Halden Robotics OÜ7 system roles · custom roles
ControllerFull accounting access across the organisation
AP accountantBills, vendors, payment proposals
AR accountantInvoices, customers, collections
AuditorRead everything, change nothing
Payroll specialistPayroll runs and employee records
Bill processor agentMay draft bills · may not approve or pay them
Entity scope · M. TammController
Halden Robotics OÜ · EstoniaFull access
Halden Robotics GmbH · GermanyFull access
Halden UK Ltd · United KingdomNo access
Same scope applies in the dashboard, through MCP and to agents acting for her
One permission model, every doorThe same roles and entity scope apply in the dashboard, through your assistant and to agents acting for you. A plugin or skill cannot widen them.
Review before
anything takes effect
Approval flows are review steps that run before a financial action takes effect. A company-defined threshold routes a proposal for review instead of letting it proceed, and the actions that need more than one reviewer get sequential steps.
ProposalNot a payment
Bill BL-2041 · Veldt Components€12,480.00Drafted by the bill-processor agent from an emailed PDF
Evidence · bill PDFAttached
Purchase order PO-09122 of 2 lines match
Coding · 5100 ComponentsSuggested
Approval routeExample company setting
Permissions: agent may draft bills, not approve them
Integrity checks: period open, no duplicate, supplier active
Threshold: bills over €10,000 (illustrative) go to the finance lead
Then: record the decision and attach the evidence
ReviewAwaiting review
Reviewer: finance lead · requested 28 Sep, 09:14The proposal is visible to the reviewer with its evidence. Nothing is posted or paid until it is accepted, and acceptance does not skip the checks above.
ApproveRequest changes
Audit trailRequest → proposal → review → decision
A proposal is not a paymentConfigured routes determine whether an action proceeds automatically or needs review. Neither path skips the checks: the period must be open, the supplier active, the lines balanced.
Risk lanes · supplier billsExample company setting
GreenUnder €2,000 with a matching purchase order · executes after integrity checks
Yellow€2,000 to €10,000 · one approval by the finance lead
RedOver €10,000, or a new vendor · finance lead, then CFO
Most restrictive lane wins. Amounts are your settings, not accounting rules.
Thresholds you setLane rules decide how much scrutiny a proposal gets. An administrator edits them per record type and entity; the change is kept with who made it.
Vendor change · Brightline Ltd · new bank detailsStep 1 of 2
Permissions: submitter may propose vendor changes
Controller reviews the new IBAN against the vendor’s letter
CFO approval · opens when step 1 is accepted
Example policy: bank-detail changes require review
Multi-step approvalsSteps are ordered; each must be accepted before the next opens, and a change request returns the proposal. A payload that carries bank details always gets a person.
Expense claim · EXP-311Edit and approve
Team dinner · 9 people486.00
Account · 6200 Travel 6250 EntertainmentEdited by reviewer
Edits that would change the risk lane are refused; resubmit instead
Edit and approveA reviewer can correct a coding or a note inline and approve in one step. Anything that would change the risk lane has to go back to the submitter.
Approval · Bill BL-2041Accepted
Reviewed revisiona91f…c4e2
Decided byFinance lead · 28 Sep, 09:41
Integrity checks after acceptancePassed
The decision is bound to the exact proposal reviewed; a second approval cannot execute twice
Approvals bound to what was reviewedA decision is tied to the revision the reviewer saw. Concurrent approvals of the same task cannot execute the action twice.
Every action
leaves a trail
Every change, decision and source document is kept with the record it belongs to. When an auditor asks why a journal was posted, the trail shows the request, the proposal, the reviewer and the attached evidence.
Activity · Journal JE-0932 · shared cost allocationPosted
Requested in Cowork by M. Tamm30 Sep, 16:02
Proposal drafted · 8 lines, balanced · by the allocation skill30 Sep, 16:03
Held: journals over €10,000 go to the finance lead30 Sep, 16:03
Accepted by the finance lead1 Oct, 08:12
Posted · period September 20261 Oct, 08:12
EvidenceKept with the record
Allocation summary · September 2026Artifact
HR headcount register · 30 SepAttached
Policy version · Monthly cost allocation v4Referenced
Posted history is never edited in place; a correction is a new, reversing entry
Recorded at the database, not by conventionPosted history is immutable and every header or line change writes an activity row attributed to the person, agent or assistant that made it. Corrections are reversals.
Start with
your business.
Connect your assistant, explain what you need, and explore how Arfiti fits the way you work.