Who can see our receipts?
Last verified October 18, 2026
A receipt opens only for signed-in members of your team whose role has View finances or Manage budgets, plus the person who uploaded it or filed the reimbursement claim it's attached to. Nobody outside your team can open one from a link, except Robolyst platform admins reviewing it.
The rule
Every receipt link in Robolyst goes through a check before the file is shown. You must be signed in, you must be on the team the receipt belongs to, and one of these must be true:
- your role has View finances or Manage budgets, or
- you uploaded that receipt yourself, or
- it's attached to a reimbursement claim you filed.
Anyone else gets an error, even with the exact link. That covers people on other teams and anyone who isn't signed in.
Who that means on a typical team
| Person | Can open receipts? |
|---|---|
| Owner | Yes, all of them |
| Anyone with View finances or Manage budgets | Yes, all of them |
| A member whose role has neither | Only their own uploads and claims |
| Someone not on your team | No |
View finances is switched on for the Default role when a team is created, so out of the box every member can open every receipt. To keep receipts to a smaller group, turn View finances off for Default under Settings > Roles and give it only to the roles that need it. That same permission also controls who sees the budget, expenses and reports, so you're closing all of those together.
Manage receipts is a separate permission for uploading and flagging receipts on other members' card charges. It doesn't decide who can open one.
Robolyst platform admins
A small allowlist of Robolyst platform admins can open any team's receipts. That's how reimbursement claims from fiscally sponsored teams are reviewed.
What's never shared publicly
Receipts aren't published anywhere public. A fiscally sponsored team's public ledger lists purchases with the merchant and amount, but never the receipt itself or the name of anyone involved.
Where receipts show up
You'll find receipt links on the Expenses list, on an order's page for the vendor it was attached to, and on reimbursement requests under Reimbursements. All of them follow the rule above.