Roles, permissions and approvals: how LUCA keeps you in control of your money

Why does it matter who views, who operates and who approves?

As a company grows, more people take part in its finances: partners, management, administration, department heads and the outside accountant. If everyone has the same access to the accounts, the risk of errors, duplicate payments or unauthorized transactions goes up. If no one but the owner has access, every payment and every question depends on a single person.

The answer is to separate responsibilities. Not everyone should view, operate or approve the same things. A clear role structure lets the team move quickly while leadership keeps control.

How does "the agents propose, you approve" work?

LUCA has four AI agents: CFO, BI Master, Treasurer and Credit Advisor. They work with the information the company has connected and authorized, review the numbers every day and prepare actions. For example:

• The Treasurer gets supplier payments and payroll ready so they go out on time.
• Daily monitoring flags a possible duplicate payment and suggests stopping it.
• Automations prepare a payment reminder for a client who is past due.

In every case, the action arrives as a proposal. The person with the right permission reviews it and decides whether to approve it. Nothing moves without their authorization.

What roles and permissions can you set up in LUCA?

LUCA lets you give each team member the level of access that matches their responsibility. A typical setup looks like this:

• Partners or leadership: see the full picture and authorize significant transactions.
• Administration and finance: organize and run day-to-day work such as invoicing, reconciliation, scheduled payments and collections.
• Department heads: access only the information they need for their work.
• Outside accountant: views organized information for the month-end close without receiving loose files.

Each company decides who views, who pays and from what amount an approval is required.

What are approval limits?

Approval limits are thresholds that define the amount above which a transaction needs authorization from a specific person. Routine payments can move quickly, while larger payments go through review by the right person.

This is useful, for example, when a company has a team that handles supplier payments but wants the partners to authorize anything above a certain amount. The company sets those limits according to its own internal policy.

How is everything each person and each agent does recorded?

Everything that happens in LUCA is recorded in a log: what was proposed, who approved it and when it was executed. This makes it possible to audit the work of both people and AI agents.

Beyond the log, the Wallet module includes controls such as two-factor authentication and virtual cards with a dynamic security code, which help protect the company's payments.

How does control work across several companies or accounts?

Many businesses operate with more than one legal entity or with accounts in pesos and dollars. LUCA lets you manage several entities and sub-accounts from one place, each with its own roles and permissions. Leadership gets a consolidated view without mixing each company's operations.

Why is this better than sharing online banking passwords?

Sharing online banking access among several people is common, but it makes it hard to know who made each transaction and doesn't let you limit what each person can do. With LUCA:

• Each person signs in with their own user and their own level of access.
• Important payments go through approval by the right person.
• Agents prepare the work but execute nothing without authorization.
• Every action is recorded and can be reviewed later.

The result is a team that can operate quickly and a leadership that stays in control of the money.

Get to know LUCA

If several people in your company take part in its finances, LUCA lets you organize who views, who operates and who approves, with agents that work for you and nothing moving without your authorization. Book your demo at byluca.ai.