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FAQs on QuickBooks Online Accountant End of Life

by Chris Grima

4 min read

Older versions of QuickBooks Online Accountant were discontinued starting December 3 2015. If you or someone in your firm actively used QuickBooks Online Accountant or QuickBooks Online during the last year, your firm should already have been updated to the new version of QuickBooks Online Accountant.

The following FAQs addresses some common questions on this transition to the new version of QuickBooks Online Accountant.

Q: The previous version of QuickBooks Online Accountant (office.intuit.com) showed my firm employees as users, and those employees had access to clients’ books. My employees have not been upgraded to the new QuickBooks Online Accountant. Two questions immediately come to mind: why, and how can we upgrade them?

A: When your firm was upgraded to the all-new QuickBooks Online Accountant, only firm administrators were set up as firm employees with access to clients’ books.

In order to upgrade your employees to the new QuickBooks Online Accountant, you will have to invite them to your firm. To invite employees, follow these steps:

  1. Log in to the new QuickBooks Online Accountant.
  2. Go to the “Team” tab.
  3. Click on “Add User” to invite each employee.

Once an employee accepts your invitation, they will be signed up for the new QuickBooks Online Accountant, and added as an employee of your firm. You can then manage each employees’ access to specific clients’ books via roles and permissions.

Q: I (user A) am the owner of my accounting firm. Our firm was upgraded to the new QuickBooks Online Accountant, and one of my employees (user B) was set up as the new “Administrator” for the firm. Also, I don’t have access to the new QuickBooks Online Accountant. How do we fix this?

A: When your firm was upgraded to the all-new QuickBooks Online Accountant, user B was set up as the firm administrator, based on product data. In order to receive access to the new QuickBooks Online Accountant, please have your current firm administrator (user B) invite your firm through the following these steps:

  1. Log into the new QuickBooks Online Accountant.
  2. Go to the “Team” tab.
  3. Click on “Add User” to invite user A.

Once you accept the invitation, you will be signed up for the new QuickBooks Online Accountant, and added as an employee of your firm. The current firm administrator (user B) can then make you the new administrator.

Q: I noticed that an employee of our firm has access to clients’ data, but we don’t want/expect this employee to have access to clients’ books. How do I fix this?

A: Access to a firm and their clients’ data will be cleaned up very shortly. After the clean up, only those employees that you have explicitly invited to access clients’ data will be able to access books. Other employees and unauthorized users will no longer be able to see clients’ data.

To make sure you have the right set of employees in your firm, please follow these steps:

  1. Visit the “Team” tab in the new QuickBooks Online Accountant.
  2. Remove any unauthorized users (ex-employees, clients or any other user who should not have access to your firm) listed as an employee in the “Team” tab.
  3. Also, invite any missing employees (who should have access to your firm and clients’ data) to your firm by clicking on “Add User”.

Q: Some of my employees were able to access clients’ data from the “Company Selection Screen” that you see, as soon as you log into QuickBooks Online. They no longer see those clients on their company selection screen. Why? How can we fix access to those employees?

A: When your firm was upgraded to the all-new QuickBooks Online Accountant, only firm administrators were set up as firm employees with access to clients’ books. However, non-admin employees retained access to clients’ books through the ‘company selection screen.’

Subsequently, as a security measure, we have decided to limit access to only firm administrators, and employees explicitly invited by a firm administrator.

To make sure your employees have access to clients, please invite them to your firm by following these steps:

  1. Log into the new QuickBooks Online Accountant.
  2. Go to the “Team” tab.
  3. Click on “Add User” to invite each employee.

Once an employee accepts your invitation, they will be signed up for the new QuickBooks Online Accountant, and added as an employee of your firm. You can then manage each employees’ access to specific clients’ books via roles and permissions.

Q: On the previous version of QuickBooks Online Accountant, I invited an employee (user A) to access our firm clients’ data. However, user A went on vacation and did not access clients’ data for a long time. After upgrading our firm to the new QuickBooks Online Accountant, user A no longer has access to clients books, either through the company selection screen or through the new QuickBooks Online Accountant. How do we fix this access?

A: When your firm was upgraded to the all-new QuickBooks Online Accountant, only firm administrators were set up as firm employees with access to clients’ books. To make sure your employees have access to clients, please invite them to your firm by following these steps:

  1. Log into the new QuickBooks Online Accountant.
  2. Go to the “Team” tab.
  3. Click on “Add User” to invite each employee.

Once an employee accepts your invitation, they will be signed up for the new QuickBooks Online Accountant, and added as an employee of your firm. You can then manage each employees’ access to specific clients’ books via roles and permissions.

Information may be abridged and therefore incomplete. This document/information does not constitute, and should not be considered a substitute for, legal or financial advice. Each financial situation is different, the advice provided is intended to be general. Please contact your financial or legal advisors for information specific to your situation.

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