wawa uses roles to control who can take finance actions. Give each team member the finance role that matches their work: this keeps your records secure and makes audits easier.

There are three roles with finance permissions: Finance, Finance Admin and Admin. Team members without any of these are shown as Regular User below.

If your clinic has finance access controls switched on, only team members with Finance, Finance Admin or Admin see the Finance tab.

1. Which users can complete finance actions?

Action	Regular User	Finance	Finance Admin	Admin
View invoices and transactions	✅	✅	✅	✅
Create and update invoices and quotes	✅	✅	✅	✅
Record a payment on an unpaid invoice	✅	✅	✅	✅
View the list of quotes	❌	✅	✅	✅
Cancel invoices	❌	✅	✅	✅
Create, update and delete deposits	❌	✅	✅	✅
Void and correct encounters	❌	✅	✅	✅
Issue credit notes	❌	❌	✅	✅
Process refunds	❌	❌	✅	✅
Create and edit transactions, and transfer credit	❌	❌	✅	✅
Record a manual payment dated before the usual window	❌	❌	✅	✅
Manage subscriptions	❌	❌	✅	✅
Manage payment methods	❌	❌	✅	✅
Edit archived payment methods	❌	❌	❌	✅
Manage payment terms and tax rates	❌	❌	✅	✅
Open finance settings	❌	❌	✅	✅

Regular Users and Finance users see invoices only for patients at their assigned clinic locations, unless they also have the Access All Patients role.

2. What each role allows

Regular User

View invoices and transactions.
Create and update invoices and quotes, and record payments on unpaid invoices.
Cannot cancel invoices, issue credit notes or refunds, or change finance settings.

Finance

Includes everything a Regular User can do, plus:

See the Finance tab and the list of quotes.
Cancel invoices.
Create, update and delete deposits.
Void and correct encounters.

Finance users cannot issue credit notes or refunds, transfer credit, or change finance settings.

Finance Admin

Includes everything in Finance, plus:

Issue credit notes and process refunds.
Create and edit transactions, and transfer credit.
Record manual payments dated before the usual payment window.
Manage subscriptions, payment methods, payment terms and tax rates.
Open the finance settings, including price lists, invoice settings, dunning, cryostorage contracts and finance emails.

Admin

Full access to everything above, plus editing archived payment methods, and every other part of the wawa platform.

3. How to set this up

Only an Admin can assign roles.

Go to Settings → Care Team.
Select the care team member who needs finance access.
Under Roles, select Finance or Finance Admin.
Click Save.

For what every role allows across wawa, see Roles and Permissions in the wawa platform.

Which care team members can act on finances in wawa?