Giving a bookkeeper or assistant AR access without opening the books

The Problem: Delegating Collections Without Compromising Security

For many businesses, delegating accounts receivable tasks to bookkeepers or assistants is essential for maintaining efficient operations. However, granting AR access often means exposing the entire accounting system, including payroll and banking information. This creates a significant security risk and a potential breach of confidentiality for sensitive financial data. As a result, many companies hesitate to delegate AR tasks, keeping the workload on a limited group and hindering operational efficiency.

Current Industry Practices and Their Limitations

In the current landscape, most accounts receivable platforms require users to have broad access to the entire accounting system to manage collections effectively. This means that in order to delegate AR tasks, businesses often have to grant full access to their accounting software, exposing sensitive information such as payroll and banking details. These practices fall short because they do not offer granular control over user permissions, leading to potential security risks and data breaches.

ARPilot's Innovative Solution

ARPilot addresses this challenge with a robust, security-focused approach. By implementing a four-role permission model enforced through PostgreSQL row-level security, ARPilot allows companies to delegate specific AR tasks—such as managing the approval queue or reconciliation queue—without exposing sensitive accounting data. This ensures that bookkeepers or assistants can perform their duties without accessing other confidential financial information. Additionally, stored credentials are encrypted using AES-256 with the key held in a managed vault, further enhancing data security.

Key Benefits and Measurable Outcomes

• Secure Delegation: Grant bookkeepers AR access without exposing payroll or banking data, ensuring sensitive financial information remains confidential.
• Database-Level Security: Permissions are enforced below the user interface, providing a more secure and reliable method of access control than interface-based systems.
• Accountability and Transparency: ARPilot maintains a clear record of who approved what, ensuring transparency and accountability within the finance team.
• Efficiency in Operations: By enabling specific AR task delegation, businesses can optimize their workflow, reduce workload on primary finance teams, and ensure timely collections.

FAQ

How does ARPilot enforce access control? ARPilot enforces access control through a four-role permission model implemented at the database level using PostgreSQL row-level security. This ensures that users can only access the AR functions they are permitted to use, without exposure to broader accounting data.

Can ARPilot integrate with my existing accounting software? Yes, ARPilot syncs bidirectionally with QuickBooks Online and can connect with other systems via REST API, CSV import, or a custom adapter under an Enterprise agreement.

What are the security measures for stored credentials? Stored credentials in ARPilot are encrypted using AES-256 encryption, with the encryption key held in a managed vault, ensuring robust data protection.

Is there a free trial available for ARPilot? ARPilot offers a free tier for managing up to 10 invoices per month, allowing businesses to experience the platform's capabilities without initial cost commitments.

How quickly can I implement ARPilot in my business? ARPilot is designed for rapid deployment. With self-serve signup and no need for an implementation partner, your business can be operational with ARPilot in just a few days after connecting QuickBooks.