Give Each Person Exactly the Keys They Need, and a Record of How They Used Them
A cashier who can take money but not refund it. A storekeeper who sees stock but not purchase prices. An accountant who can post journals but not file to FBR. A branch manager whose reach ends at the branch. E-Khata grants access per action, per branch, per device, and writes down every change anyone makes.
Team & Access in E-Khata Cloud is where you invite people and decide what each of them can do. Permissions are granted key by key across more than 250 actions, bundled into roles you define and clone, then narrowed per branch so the same role means less at a branch than at head office. Per-user discount limits cap what a salesperson can give away. Device access lets you approve the devices a person signs in from and cut one off. An amendment log with a before and after, plus a user activity log, show what happened and who did it, and both export.
Updated September 2026
Permissions per action, not per job title
Every meaningful action in E-Khata has its own permission key: view purchase prices, edit tax on a posted invoice, approve a stock movement, collect at the counter, refund at the counter, file to FBR, issue a customer portal link, export a ledger. There are more than 250 of them. A role is a named bundle of keys, and the effective view shows exactly what a person ends up with after roles and overrides, so nobody has to guess.
- 252 permission keys across every module, including reports one by one.
- Roles you define, clone and edit; an effective-permissions view per user.
- Sensitive fields such as purchase price and margin hidden by key, not by hope.
- Drafting and posting are separate keys, so juniors prepare and seniors post.
Narrowed per branch
In a multi-branch business the same role should not reach as far everywhere. Branch rights set a policy per branch, override what a role grants at that branch, and hold branch-level settings, so a manager runs their own branch fully and sees the others not at all. Head office keeps the wide view.
- Per-branch policy and per-branch role overrides.
- A user's reach ends at their branch unless head office widens it.
- Consolidated views stay with head office.
Invite in minutes, sign in the way they already do
Send an invitation and the person joins the business with the role you chose. They sign in with email, a username, Google, or a phone number with a one-time code, and a lost-phone flow recovers an account without a call to support. Nothing to install for the web; the desktop and Android apps use the same account.
- Invitations with a role attached, revocable until accepted.
- Email, username, Google and phone OTP sign-in.
- Lost-phone recovery flow.
Discount limits and device approval
Two controls that matter more in a shop than in a textbook. Per-user discount limits cap the percentage and the amount a person can give on a document, enforced at the point of entry, with an exempt flag for the owner. Device access records the devices each user signs in from, lets you require approval for a new one, and lets you cut a device off without touching the account.
- Maximum discount percent and amount per user, enforced or advisory, with exemptions.
- Device approval on first sign-in from a new device, with schedules if you want access limited to shop hours.
- Cut off one device; the rest of the team is untouched.
An audit trail with a before and after
Every edit to a document is written to the amendment log with the document as it was, the document as it is now, the user and the time. A separate user activity log records sign-ins, permission changes and actions that are not document edits. Both are reports in the library, both filter by user and date, and both export, which is what an auditor asks for on day one.
- Audit / Amendment Log with before-and-after snapshots, restricted to owners and admins.
- User Activity Log across every module.
- Export to Excel or PDF.
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