Understand what each role can (and can’t) do and where to go next for setup.
Why roles matter
Wholesail keeps things simple: every seller-side user is either an Admin or a Sales Rep. Knowing the difference ensures the right people have the right level of access.
Admin vs Sales Rep – capabilities at a glance
- Admins see every customer record and have full control over company‑wide settings.
- Sales Reps see only the customers assigned to them and get a streamlined toolset focused on selling and collecting.
What Sales Reps can do
- View assigned customers’ invoices, payments, and account standing.
- View assigned customers' Wholesail settings.
- Email invoices, statements, or payments on demand.
- Use Tags to identify sales or collections opportunities.
- Send Autopay proposals.
- Update buyer contact info so communications keep flowing.
- Add and charge a credit card on behalf of a customer
What Sales Reps cannot do
- Change global customer settings (e.g., turn on automatic invoicing).
- Edit credit‑card convenience fees.
- Charge a credit card they did not add to Wholesail.
- Add new team members to the Wholesail account.
- View payout reconciliation or other company‑level financials.
- View or edit your bank accounts used for deposits.
- Disconnect Wholesail from your accounting system.
If a Rep needs something above, they’ll need to ask an Admin for help.
Email behavior
Reps aren’t CC’d on every automated email. But if a buyer replies to any Wholesail message, the assigned Rep joins the thread automatically.
How to add Reps and assign customers
- Add the user via Settings › Team Members.
- Choose the “Sales rep” role when creating the account.
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Choose ONE assignment method for your portal and follow the instructions in each linked document to set it up:
- Manual assignment in the Portal - perfect for complex assignments that aren't represented in your accounting system. Click here to learn more.
- Automatic assignment from your Accounting System - Wholesail syncs rep‑to‑customer links on every sync with your accounting system. When this is turned on, the manual assignment tools are hidden to avoid conflicts. Click here to learn more.
Important: You can’t mix methods. Turning on automatic assignment disables manual customer assignment for all Reps, and Reps must already exist in Wholesail to be mapped automatically.
FAQ
Q: Do Reps cost extra?
A: Nope – add the whole team at no additional charge.
Q: Can a user be both Admin and Sales Rep?
A: No. Each user has one role.
Q: What happens if I remove a Rep’s customers?
A: Their dashboard goes blank until new customers are assigned.
Q: Can multiple Reps share the same customer?
A: Yes. Assign as many Reps (or managers) as you need.
Q: How do I revoke Rep access?
A: Email us at support@paywholesail.com and we’ll disable their account for you.