Pro · Agency planRequires Easy Invoice Pro with an Agency license.

Team Members & Audit Log

Scoped staff roles for Easy Invoice + a complete, searchable audit trail. Stops the "everybody shares the admin password" anti-pattern and gives you a record of who did what for compliance / accountant handoffs.

When to use it

• Your team is more than just you (2+ people touching billing)
• You need to give an accountant or bookkeeper view-only access
• You're SOC 2 / accounting-compliant and need an audit trail
• You want to give Sales staff "create invoices but not refund payments" access

If you're a solo business, you don't need this addon — manage_options for the one admin user works fine.

Enabling

1. Easy Invoice → Addons → activate Team Members & Audit Log
2. Settings open at Easy Invoice → (sidebar) → Team & Audit Log (slug: easy-invoice-addon-team-roles)

On first activation the addon:

1. Creates one custom table for the audit log: {prefix}_easy_invoice_audit_log
2. Registers 4 new WP roles via add_role()
3. Grants the administrator role every Easy Invoice capability so admins keep working unchanged

Deactivating the addon keeps the audit table and roles so you don't lose data or have to re-assign team members if you toggle off + on.

The roles

Role	Slug	What they can do
EI Manager	ei_manager	Everything except managing team / changing settings — full CRUD on invoices, quotes, payments, clients, refunds, reports, audit
EI Accountant	ei_accountant	Read-everything + record/refund payments. No editing of invoices / clients / settings.
EI Sales	ei_sales	Create invoices + quotes + clients. No refunds, no settings, no reports.
EI Viewer	ei_viewer	Read-only across the board.

Administrators always have full access (every capability is added to the administrator role on activation).

The 17 capabilities

Every meaningful action in Easy Invoice maps to one of these caps. Other code uses current_user_can('ei_create_invoice') etc. to enforce them.

Capability	What it gates
ei_view_dashboard	Read the Easy Invoice dashboard
ei_view_invoices	List + open invoices
ei_create_invoice	Create / edit invoices
ei_delete_invoice	Delete invoices
ei_send_invoice	Email an invoice to a client
ei_view_quotes	List + open quotes
ei_create_quote	Create / edit quotes
ei_delete_quote	Delete quotes
ei_view_payments	List payments
ei_record_payment	Mark paid / record manual payment
ei_refund_payment	Issue refunds
ei_view_clients	List + open client profiles
ei_manage_clients	Edit / delete clients
ei_view_reports	Open Reports + P&L
ei_manage_settings	Change plugin settings
ei_manage_team	Manage team members (this addon's page)
ei_view_audit_log	Read the audit log

The capability cheat-sheet on the Team Members tab shows each role's first 6 caps inline so you can see at a glance "what does Sales not do".

Assigning roles

The Team Members tab lists users currently holding an Easy Invoice role.

Add a member

1. Use the Assign a role form below the table
2. User dropdown — picks any existing WordPress user (existing team members are grouped at top; everyone else is under "Other users")
3. Easy Invoice role dropdown — pick one of the four roles
4. Save

The user's EI role is replaced (not added). If they previously had ei_sales and you set them to ei_accountant, only ei_accountant remains. WordPress role (Subscriber / Editor / etc.) is untouched.

Revoke a member

In the table, click Revoke on the row. This strips every Easy Invoice role from that user. Other WordPress roles remain.

Audit log row created

Every assign / revoke action writes an audit row (role_assigned or role_revoked) with the affected user_id and login.

The audit log

The Audit Log tab shows actions in reverse chronological order, paginated 50 rows at a time.

What's logged

Action	Source	Resource
invoice_created / invoice_updated / invoice_deleted	save_post_easy_invoice / before_delete_post	invoice id
quote_created / quote_updated / quote_deleted	save_post_easy_invoice_quote	quote id
payment_completed	easy_invoice_payment_completed	invoice id
quote_accepted / quote_declined / quote_expired	service hooks	quote id
settings_changed	updated_option (allowlist-filtered)	option name
user_login	wp_login (admins + EI staff only)	user id
role_assigned / role_revoked	this addon	user id
addon_enabled / addon_disabled	addon manager	addon id
audit_cleared	this addon	n/a

Each row stores:

id          BIGINT PK
user_id     BIGINT NULL          ← actor
user_login  VARCHAR(60)
action      VARCHAR(60)
resource_type VARCHAR(32)        ← 'invoice' / 'quote' / 'option' / 'user' / 'addon'
resource_id BIGINT NULL          ← matching id, or NULL for system actions
details     TEXT NULL            ← JSON blob with context (titles, amounts, etc.)
ip_address  VARCHAR(45)          ← from X-Forwarded-For / Client-IP / REMOTE_ADDR
user_agent  VARCHAR(255)
created_at  TIMESTAMP

What's NOT logged

By design, to keep the table from flooding:

• Autosaves and revisions of posts
• Transient cache writes
• Option updates that don't match the allowlist (license-response payloads, FX rates, scan timestamps, etc.)
• Logins from users with no EI role and no manage_options

Filtering

Two filters at the top of the log:

• User — show only actions by one user
• Action — show only one action type (e.g. invoice_deleted)

Pagination shows total + current page in the heading: "Showing 50 of 1247 entries · Page 3 of 25".

Clearing the log

The Clear log button truncates the entire table. The truncation itself is logged (action audit_cleared) so you can prove the clear happened.

Why option changes are allowlisted

updated_option is a noisy hook — every page load can trigger writes to license caches, FX rate updates, transient flags, etc. Recording all of those would flood the table.

The addon only records option changes that match one of these patterns:

^easy_invoice_company_
^easy_invoice_invoice_
^easy_invoice_quote_
^easy_invoice_currency_
^easy_invoice_tax_
^easy_invoice_email_
_payment_gateway_settings$
^easy_invoice_addon_.+_enabled$
^easy_invoice_white_label_
^easy_invoice_dunning_
^easy_invoice_pro_plan_tier_

Plus the value must actually have changed ($old_value !== $value) — some plugins call update_option with identical values on every page load.

Plus a per-request memo: if the same option is written twice in one request, only the first write is recorded. So one "Save Settings" click logs one row, not 12.

To extend the allowlist, filter easy_invoice_team_roles_allowed_options (planned — currently the patterns are hard-coded in AuditLogger::onOptionUpdated).

Hooks for developers

Hook	Type	When
easy_invoice_team_roles_caps_version	option	Bump to force role/cap re-install

Manually log an action from your own code:

\EasyInvoicePro\Addons\TeamRoles\AuditLogger::log(
    'custom_event',           // action
    'custom_resource',        // resource_type
    $resource_id,             // nullable
    ['amount' => 100, 'foo' => 'bar']   // details (will be JSON-encoded)
);

Use this to record events that aren't natively hooked by the addon — e.g. "user generated a custom report", "user exported CSV", etc.

IP address detection

Captured in this order — first valid IP wins:

1. HTTP_X_FORWARDED_FOR (first IP in the comma-separated list)
2. HTTP_CLIENT_IP
3. REMOTE_ADDR

All three are validated with FILTER_VALIDATE_IP. Spoofed headers from anonymous proxies are not specifically guarded against — if you have a reverse-proxy in front of WP, ensure your proxy strips client-supplied X-Forwarded-For and writes its own value.

Permissions

The addon's own settings page is gated on manage_options — administrators only can assign roles or clear the log. The audit log itself is readable by anyone with ei_view_audit_log.

Common scenarios

"Give my bookkeeper view-only access for tax season"

1. Activate the addon
2. Create a WP user for the bookkeeper (or reuse an existing one)
3. Assign role EI Accountant (read everything + record payments) or EI Viewer (strictly read-only)
4. Share login. They can't change anything but can pull reports.

"Two sales reps share invoicing — limit them"

1. Each rep gets a WP user
2. Assign role EI Sales to both
3. They can create / edit / send invoices and quotes, manage clients, but cannot refund, change settings, or read the P&L.

"I want to know who deleted invoice #42"

Open the Audit Log, filter Action = invoice_deleted. The row's Who column shows the username; Details shows the title; IP shows where they were.

Roadmap

• Audit log CSV export
• "Show only my actions" quick filter
• Approval workflows (pending → approved before send)
• Per-staff "assigned clients" (only see your own book)
• Allowlist filter for custom option patterns

See also

• Webhooks & Zapier Bridge — stream audit events to an external SIEM
• White-Label & Brand Override — pair with team roles to give clients a fully branded scoped-access experience
• Settings reference
• Addons overview