This step explains how to bring your team on board after completing the Invoicing Module setup. It helps you define user roles and access rights, introduce end users to the invoicing workflow, and build the daily habits that keep your process running smoothly. By following this guide, your team will feel confident, supported, and ready to work with the Invoicing Module from day one.
Things looking a little different? We're rolling out a new interface, and your account may already have it! If the steps here don't match what you're seeing, head over to How Do I Use the Tribe's New Layout - Tabbed UI? for the updated version of this guide.
1. Define user roles and associated rights
Not everyone in your organisation needs the same level of access to invoicing data. Defining roles and rights carefully ensures that your invoicing workflow runs smoothly while sensitive financial information remains protected.
Before setting permissions, think through the following:
Who can create and edit invoices? Is this limited to a finance team or office manager, or should all users be able to create a draft invoice?
Who can send invoices and credit notes? Sending a document to a customer is a significant action. Consider whether this should require a specific role or approval.
Who can view invoice data? Some organisations give all users read access to invoice status so they can answer customer questions; others restrict this to finance roles only.
Who can access invoicing reports and dashboards? Management and finance teams typically need full visibility, while other users may only need to see their own invoicing activity.
Taking the time to define these boundaries now prevents confusion later and ensures your invoicing process stays controlled as your team grows.
2. Get colleagues on board
A well-configured system only delivers value when it is used consistently. This step is about making sure your team understands the invoicing workflow, feels confident using it, and builds the habits that keep your data accurate and your process running smoothly.
Introduce end users to the invoicing workflow | Make sure every end user who works with invoices watches the end-user training videos before they start. These short, practical videos walk them through the most important actions — from creating an invoice to tracking payment status — and help them understand not just how to use the system, but why each step matters. |
Organise an internal training session | In addition to the videos, organise a short internal session where users can ask questions and practise in a safe environment. Use this moment to share any organisation-specific agreements about how Tribe should be used for invoicing. |
Set up an adoption plan | Consistent usage doesn't happen by itself. Consider the following elements:
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Share with your colleagues: Using the Invoicing Module in 3 Easy Steps [Coming soon].
Watch: Make adoption a success
Tips and Best Practices
Keep training short and practical — focus on the actions end users will perform every day, not every possible feature.
Share organisation-specific agreements in writing after the training session so users have a reference to return to.
Use reporting and dashboards to monitor adoption in the first weeks — not to control your team, but to identify where extra support is needed.
Make it easy to ask questions. A shared channel or a designated internal contact reduces hesitation and helps users build confidence faster.
Revisit your role and rights setup periodically as your team grows or your invoicing process evolves.
Quick Summary
Making Tribe part of daily work requires more than good configuration. By defining the right roles, training your team, and putting an adoption plan in place, you ensure that the Invoicing Module becomes a natural and trusted part of everyday work.
You have completed the full Invoicing Module setup. Ready to start using Tribe for invoicing every day? Make sure your end users check out Using the Tribe Invoicing Module: End-User Training [coming soon].