Permissions, ticked one by one
A login is built from a list you tick: raise bills, take payments, view outstanding, see purchase rates, enter purchases, edit items, view reports, delete anything. A counter assistant usually gets billing and receipts and nothing else — they can serve a customer all day without ever seeing what you paid for the stock or what your margin is. A manager gets more. You decide per person rather than choosing from three fixed roles that never quite fit.
What most shops hold back
Three permissions are worth keeping to yourself in almost every shop: seeing purchase rates, editing or deleting a saved bill, and changing item rates. The first is your margin, the second is where a shortfall gets covered up, and the third is how a rate quietly drifts. Staff can be allowed to discount up to a limit rather than freely, which handles the ordinary counter negotiation without leaving it open.
Accountability, not suspicion
Because logins are individual, the audit trail records who raised, edited or cancelled each bill and the day-end cash breaks down per user. The purpose is finding a mistake the same evening rather than at month end — a wrong rate, a payment recorded against the wrong party, a bill entered twice. Shops that share one password cannot do that at all, and the mistake simply becomes an unexplained difference.
Removing access
A login is disabled the day a person stops working for you, and everything they recorded stays exactly where it is. That is the practical difference from a shared password, which has to be changed and re-shared with everyone else, and which usually is not. Field staff and site supervisors get the same treatment — their app login can be limited to billing at agreed party rates with no ability to change anything.
The first week with a new staff login
Give a new person billing and receipts only, and add permissions as they earn them rather than starting broad and pulling back, which never happens. Watch the audit trail and the per-user day-end for the first fortnight — not to catch anyone out but because early mistakes are training gaps and finding them in week one is far cheaper than finding them in month three. Tell them the trail exists. Staff who know entries are attributed are more careful, and none of it feels like surveillance when it was explained on day one.