Setting up a User in QuickBooks Online!

We have been asked by clients and other users on how to assign different roles to their accountants or employees.  This blog is going to show a walkthrough of how to assign employees/accountants different roles. In QuickBooks online, you can give people Master Admin, Admin, Accountant, Read-Only, Time Tracking or Reports online access roles.  Master admin is the person who created the business QuickBooks online (QBO) account. Master Admin can do everything from changing company logo, company information and manages users’ accesses. You can even customize each user role to be able to perform their duty.  By inviting an accountant, the accountant role is like the admin role. The account can make changes on the client’s books and the only limitation the accountant has is that they can’t manage the users.

We are going to show you how to add a user and invite your accountant to have access to the company books.

Adding an accountant:

First things first, you need to invite your accountant by following these steps:

1. Click on the gear icon on the top right corner of QBO.

2. Click on Manage Users

3. Click on the Accountants tab on the top left.

4. Now, enter your accountant’s email.

5. Click on the Invite button.

After clicking the Invite button, QBO will send an invite to your accountant’s email address.  Once the accountant accepts the invite, you will see their name in the Accountant tab and now they can see/work on your books.

Next, we will show how to assign a new user and their access to QBO.  The first two sets in inviting an accountant are the same as setting up a user.

3. Click on Add User button.

4. In this screen, you can choose which rights you want to assign to someone.  Do they need all rights except admin? If so, you would need to click standard user.  If you don’t want to oversee the QBO and want to assign someone else this responsibility, you would want to choose company admin.  Or if you want them to pull reports online, you should choose that. Then the last one is time tracking. Time tracking rights are only if your employees need to add hours to their time sheet.

5. For the purpose of this blog, we are going to show how to customize a user and choose standard rights.

6. You will have the option to give full access or limited access.  Let say we don’t want the person to see customer information/invoices and only see and pay vendor bills.  Select a limited and check Vendor.

7. Next, QBO is going to ask if the employee needs to enter his time sheet, so we want to select No for this example.


8. Then click No on the next three questions.  We don’t want the user to add users, edit company info nor manage the subscription.

9.  Input the user information in the three boxes:  First name, Last Name, and Email address. Then click Save.

10. The user will get an email invite.  They will log into their email and accept the invite.  Once they accept the invite, they will be directed to create their account.

We hope this information will help you in creating a new user and managing your company’s QBO subscription.  Please let us know if you have any questions regarding creating a user on QBO in the comment section of this post.  We are always happy to share our knowledge with a small business owner who needs help setting up QBO or maintaining QBO.

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