Sales Representatives: scope and customer assignment
The Sales Representative role is the only role with row-level scoping: the customer, invoice and estimate lists are filtered to records the representative owns. This article describes that scope and how customer assignment works.
For the full role comparison, see Member roles and permissions.
What a Sales Representative sees
- Customers — only customers assigned to the representative, plus customers in the shared pool (no salesperson set).
- Invoices and estimates — only documents the representative created. Documents created by other team members are hidden from the list, from search, and from direct links.
- Products and tax rates — full access, like every other role.
Admins see everything regardless of who a customer is assigned to or who created an invoice.
Customer salesperson assignment
Every customer has an optional Salesperson field — the team member responsible for the customer. Possible values are any team member, or Unassigned.
- When a Sales Representative creates a customer, they are preselected as the salesperson, and can change it to Unassigned to place the customer in the shared pool.
- Admins can assign customers to any team member, including Members and Viewers (assignment is not limited to Sales Representatives).
The shared pool
A customer with no salesperson sits in the shared pool. Every Sales Representative in the business can see, edit and invoice these customers. Common uses include contacts gathered at events, unclaimed inquiries, and customers handled collectively rather than by one person.
A Sales Representative claims a shared customer by editing it and selecting themselves as the salesperson, and releases one by setting Unassigned.
Filtering the customer list
The customer list has a Salesperson filter. Admins can filter by any member or by Unassigned; Sales Representatives see only themselves and Unassigned.
The list also has an optional Salesperson column, hidden by default and enabled from the column toggle.
Invoice and estimate lists have an equivalent Created by filter and column for Admins, showing who created each document.
Bulk reassignment
To move many customers between team members in one action — for example when a salesperson leaves — use the bulk edit workflow described in Reassigning customers in bulk.
When a salesperson leaves the business
Removing a Sales Representative from the business (via Business settings → Members) does not change any customer or invoice assignments. Their customers and invoices stay attached to them and remain visible only to Admins until they are reassigned.
Invoices and estimates created by a former Sales Representative are not automatically reassigned. They remain visible only to Admins — sent invoices are part of the historical record and do not change author.
Restrictions
A Sales Representative cannot access:
- Other representatives' customers, invoices, or estimates.
- Business settings, billing, integrations, or member management.
- Assignment of customers to other team members. Only Admins can assign customers to anyone other than themselves.