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How to Change User Permissions in QuickBooks

· 7 min read
Debits

Introduction​

User permissions in QuickBooks allow you to control the level of access each user has within your QuickBooks account. By setting appropriate permissions, you can ensure that employees, accountants, or other collaborators have access to only the information and functions they need to perform their tasks. QuickBooks provides robust permission settings, allowing you to limit user access to sensitive information, financial reports, or specific areas of the software.

This guide will walk you through the steps to change user permissions in QuickBooks Online and QuickBooks Desktop, helping you manage access and maintain data security effectively.

Why Change User Permissions in QuickBooks?​

  1. Enhance Data Security: Limiting access to certain parts of QuickBooks ensures that sensitive financial information remains secure.
  2. Prevent Unauthorized Actions: Setting permissions can prevent users from making changes that could impact your books, such as modifying financial reports or payroll details.
  3. Improve Workflow Efficiency: By assigning permissions based on role, users can focus on relevant tasks without being distracted by areas of QuickBooks that don’t pertain to them.
  4. Maintain Compliance: Restricting access to specific areas of QuickBooks can help your business meet compliance requirements, especially when managing payroll and confidential financial data.

Step 1: Access User Management Settings​

Before you can change user permissions, you need to access the user management settings in your QuickBooks account.

For QuickBooks Online​

  1. Log into QuickBooks Online: Use your credentials to access your QuickBooks Online account.
  2. Go to the Gear Icon > Manage Users: In the upper-right corner, click the Gear Icon, then select Manage Users under the Your Company section.

For QuickBooks Desktop​

  1. Open QuickBooks Desktop: Launch your QuickBooks Desktop application and log in as the Admin user.
  2. Go to Company > Users > Set Up Users and Roles: In the top menu bar, click Company, then navigate to Users and select Set Up Users and Roles.

Step 2: Choose the User to Edit​

Once you’re in the user management section, you can view all existing users in your QuickBooks account. To change permissions, you need to select the specific user you wish to edit.

2.1: View the List of Users​

  • QuickBooks Online: You’ll see a list of users along with their roles and current permissions.
  • QuickBooks Desktop: A list of users and roles is displayed in the User List section.

2.2: Select the User to Edit​

  1. Find the User: Scroll through the list to locate the user whose permissions you want to change.
  2. Edit the User: In QuickBooks Online, click on the user’s name and select Edit. In QuickBooks Desktop, click Edit User after selecting the user.

Step 3: Change User Permissions​

QuickBooks offers several levels of user permissions, allowing you to customize access based on specific roles, such as Accountant, Sales, Payroll Manager, or Custom. You can also set access levels for areas like banking, customers, vendors, and reports.

3.1: Choose the Permission Type​

QuickBooks Online and QuickBooks Desktop have different options for setting user permissions. Below is a breakdown of each.

QuickBooks Online​

  1. Standard User: Provides access to specific areas like customers, vendors, sales, and expenses. This role can be customized based on your needs.
  2. Company Admin: Full access to all areas of QuickBooks, including sensitive information like payroll.
  3. Reports Only: View-only access to reports and data but restricted from making changes.
  4. Time Tracking Only: Allows the user to track time for projects or clients but restricts access to financial data.

After selecting a permission type, you’ll have additional options to customize the level of access within that role.

QuickBooks Desktop​

  1. Admin: Full access to all features and settings in QuickBooks.
  2. External Accountant: Provides most access but limits access to sensitive areas like payroll.
  3. Custom Roles: You can create custom roles with specific permissions tailored to your business needs.

In QuickBooks Desktop, roles can be assigned to users. Each role can be customized to grant access to specific features or reports.

3.2: Customize User Permissions​

Once you’ve selected the appropriate user type or role, you can further customize permissions. This allows you to grant or restrict access to specific modules within QuickBooks.

  • Sales and Customers: Control access to sales forms, customer lists, and transactions.
  • Expenses and Vendors: Manage permissions for bills, vendor lists, and purchase orders.
  • Banking: Control access to banking functions, such as reconciling accounts, managing deposits, and creating bank transactions.
  • Reports: Limit or allow access to specific financial reports.
  • Payroll: Allow access to payroll functions, which include managing employee information and running payroll.

Once the permissions are customized to your satisfaction, proceed to save the changes.

Step 4: Save and Confirm Permissions​

After setting the permissions for the user, it’s important to review and confirm them to ensure accuracy.

4.1: Save Changes​

  • QuickBooks Online: Click Save after editing the user’s permissions. QuickBooks will prompt you to confirm the changes.
  • QuickBooks Desktop: Click OK or Save to apply the permissions to the selected user.

4.2: Notify the User (Optional)​

QuickBooks may send an email notification to the user, informing them of any changes to their access level. This can be helpful in ensuring that the user is aware of the new permissions.

Step 5: Add or Remove Users (If Necessary)​

If you need to manage additional users, QuickBooks makes it easy to add or remove users as required.

5.1: Add a New User​

  1. Go to Manage Users: Access the Manage Users section in QuickBooks.
  2. Click Add User: Follow the prompts to set up a new user by entering their email, selecting a role, and customizing permissions.
  3. Send Invitation: QuickBooks will send an invitation to the new user, allowing them to set up their account with the appropriate access.

5.2: Remove a User​

  1. Select the User: In the Manage Users section, locate the user you want to remove.
  2. Click Remove: Confirm that you want to delete the user from your QuickBooks account.
  3. Confirm Removal: Removing a user will revoke their access to your QuickBooks account immediately.

Step 6: Review User Permissions Regularly​

It’s a good practice to periodically review user permissions to ensure that they align with each employee's current role and responsibilities. Updating permissions regularly can help maintain data security and compliance.

  1. Set Reminders: Consider setting up reminders to review user permissions every quarter or whenever there are staffing changes.
  2. Conduct Audits: Run access audits periodically to identify users who may need changes to their access levels.

Troubleshooting Common Issues​

6.1: User Cannot Access Specific Areas​

  • Issue: A user reports that they can’t access a specific area of QuickBooks.
  • Solution: Double-check the user’s permissions to confirm that they have access to the area in question. Adjust their permissions as needed.

6.2: Permission Changes Not Taking Effect​

  • Issue: Permissions were changed, but the user is still unable to access certain functions.
  • Solution: Log out of QuickBooks and log back in to refresh permissions. If the issue persists, try clearing your browser cache or restarting QuickBooks.

6.3: User Receives "Access Denied" Message​

  • Issue: A user receives an "Access Denied" message when trying to perform a task.
  • Solution: Verify that the user has the necessary permissions for the task. If they require access, update their role to include the relevant permissions.

Conclusion​

Managing user permissions in QuickBooks is essential for maintaining secure and efficient workflows. By controlling access based on each user’s role, you can safeguard sensitive financial information, prevent unauthorized actions, and streamline task management.

Regularly reviewing and adjusting permissions ensures that your QuickBooks setup remains secure and aligns with each team member’s responsibilities. For more tips on managing QuickBooks settings and features, explore additional resources and tutorials to make the most of your QuickBooks experience.