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How to Add, Delete, or Change User Access in QuickBooks Online

· 8 min read
Debits

Introduction​

Managing user access in QuickBooks Online is crucial for maintaining control over your company’s financial data. QuickBooks allows you to grant different levels of access to users based on their roles within your organization. Whether you’re adding a new employee, removing a former one, or adjusting access levels for existing users, managing user permissions ensures that only authorized personnel can view or modify sensitive financial information.

In this guide, we will walk you through the process of adding, deleting, and modifying user access in QuickBooks Online, allowing you to maintain secure and efficient control over your QuickBooks data.

Why Manage User Access in QuickBooks Online?​

  1. Data Security: Limiting access to sensitive financial data protects your business from fraud and data breaches.
  2. Task Delegation: By assigning different user roles, you can delegate specific accounting tasks to team members without granting full access to your QuickBooks account.
  3. Auditing and Accountability: Assigning user-specific roles ensures that all transactions are traceable to the individual who made them, aiding in audits and accountability.
  4. Role-Based Permissions: You can customize user roles to match their job responsibilities, ensuring they only access the data they need.

Step 1: Add a New User in QuickBooks Online​

If you have a new team member who needs access to your QuickBooks Online account, you can easily add them by following these steps.

1.1: Log Into QuickBooks Online​

  1. Open QuickBooks Online: Use your login credentials to access your QuickBooks Online account.
  2. Ensure Admin Access: Only users with admin privileges can add, delete, or modify user access.

1.2: Navigate to the User Management Section​

  1. Go to Settings (Gear Icon): In the top-right corner of the screen, click on the Gear Icon.
  2. Select Manage Users: From the dropdown menu under Your Company, click Manage Users.

1.3: Add a New User​

  1. Click Add User: In the Manage Users window, click on the Add User button.
  2. Choose User Type: QuickBooks will prompt you to select a user type based on their role:
    • Standard User: This user can have access to customers, vendors, reports, or banking without full admin rights. You can customize what they can see and do.
    • Company Admin: This user has full access to all QuickBooks features, including managing users and company settings.
    • Reports Only: This user can only view and generate reports.
    • Time Tracking Only: This user can only track and submit their own time.
  3. Customize User Access: Depending on the role you select, you can further customize the access level. For example, a Standard User can have limited or full access to specific areas such as sales, expenses, and banking.
  4. Enter User Information: Enter the new user’s email address and name. QuickBooks will send them an email invitation to join your company’s QuickBooks Online account.
  5. Click Save: Once you've configured the user's role and permissions, click Save.

1.4: Accept the Invitation​

  1. New User Receives Email: The new user will receive an email invitation from QuickBooks.
  2. Accept the Invitation: They must click on the invitation link and set up their QuickBooks login credentials to access the company file.

Step 2: Change User Permissions in QuickBooks Online​

You may need to adjust the permissions of an existing user if their role within your organization changes or if you want to limit or expand their access to certain QuickBooks features.

2.1: Access User Management​

  1. Go to Settings (Gear Icon): Click on the Gear Icon at the top-right of the screen.
  2. Select Manage Users: From the dropdown menu under Your Company, click Manage Users.

2.2: Modify User Permissions​

  1. Locate the User: In the Manage Users window, find the user whose permissions you want to change.
  2. Click Edit: Next to the user’s name, click the Edit button.
  3. Adjust Access Level: QuickBooks will allow you to modify the user's role and permissions. You can switch between Standard User, Admin, Reports Only, or Time Tracking Only.
  4. Customize Access: If the user is a Standard User, you can further customize their access by toggling which areas of QuickBooks they can see or modify, such as:
    • Sales and Customers
    • Expenses and Vendors
    • Banking and Transactions
  5. Save Changes: Once you’ve adjusted the permissions, click Save to update the user’s access.

2.3: Notify the User of Changes​

If significant changes were made to the user’s access, it’s a good idea to notify them of the adjustments. QuickBooks may also send an automatic notification to the user, depending on the type of change.

Step 3: Delete a User from QuickBooks Online​

If a user no longer needs access to your QuickBooks account, such as a former employee or contractor, it’s important to remove their access to maintain the security of your financial data.

3.1: Access the Manage Users Section​

  1. Go to Settings (Gear Icon): In the top-right corner, click the Gear Icon.
  2. Select Manage Users: From the dropdown menu under Your Company, select Manage Users.

3.2: Remove a User​

  1. Find the User: In the list of users, locate the one you want to remove.
  2. Click the Dropdown Menu: Next to the user’s name, click the small dropdown arrow.
  3. Select Delete: From the dropdown options, click Delete.
  4. Confirm Deletion: QuickBooks will ask you to confirm that you want to delete the user. Click Yes to permanently remove their access.

Note: Removing a user will not affect any transactions they previously created or edited. Their activities will remain in your QuickBooks history, but they will no longer be able to log into the account.

Step 4: Assign Accountant Access in QuickBooks Online​

If you're working with an external accountant or bookkeeper, QuickBooks Online has a specific role designed for accounting professionals. This role gives accountants access to the necessary tools and reports while maintaining the security of your sensitive data.

4.1: Invite an Accountant​

  1. Go to Settings (Gear Icon): Click on the Gear Icon in the top-right corner.
  2. Select Manage Users: Under Your Company, click Manage Users.
  3. Click Invite Accountant: In the Accountants section, click the Invite Accountant button.
  4. Enter Accountant's Email: Enter the email address of your accountant or bookkeeper.
  5. Send Invitation: Click Send to invite the accountant to access your QuickBooks account.

4.2: Accountant Accepts the Invitation​

  1. Accountant Receives Email: Your accountant will receive an email invitation to join your QuickBooks Online account.
  2. Accept the Invitation: They will click on the link in the email to accept the invitation and set up their login credentials.

4.3: Manage Accountant Permissions​

You can modify or revoke your accountant’s access at any time by following the same process as for regular users.

Step 5: Troubleshooting User Access Issues​

5.1: User Didn’t Receive the Invitation​

  • Issue: The user reports that they did not receive the email invitation.
  • Solution: Verify that the correct email address was entered when adding the user. Resend the invitation by going to Manage Users, clicking on the user’s name, and selecting Resend Invitation.

5.2: User Cannot Access Certain Features​

  • Issue: The user reports that they cannot access features they need for their role.
  • Solution: Review and adjust the user’s permissions in the Manage Users section, ensuring they have the appropriate access level for their responsibilities.

5.3: Unable to Delete a User​

  • Issue: You are unable to delete a user from your QuickBooks account.
  • Solution: Ensure that you have admin privileges, as only admins can delete users. If you’re still having trouble, try refreshing the page or logging out and back into QuickBooks Online.

Best Practices for Managing User Access​

  1. Regularly Review User Access: Periodically review the list of active users to ensure that only authorized personnel have access to your QuickBooks data.
  2. Assign the Minimum Required Access: Always assign the least amount of access necessary for a user to perform their tasks, minimizing the risk of accidental or unauthorized changes.
  3. Revoke Access for Former Employees: Immediately delete or deactivate users who are no longer part of your organization to protect sensitive financial data.
  4. Use the Accountant Role: If you're working with an external accountant or bookkeeper, use the dedicated Accountant role to provide access to the tools and reports they need without exposing all company data.

Conclusion​

Managing user access in QuickBooks Online is essential for safeguarding your financial information while ensuring that team members and accountants can perform their tasks efficiently. Whether you’re adding new users, modifying their permissions, or deleting old accounts, QuickBooks offers flexible options for controlling who can access your data. By following the steps outlined in this guide, you can maintain secure, role-based access to your QuickBooks company file and streamline your business’s financial management.