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Intuit

How to add or remove an accountant user

Accountants can sign into a company directly and work alongside a company administrator. Company administrators can control their accountant’s access at their own discretion.

Getting Started

There are a few things to know before you get started:

  • You must have administrator rights to invite or remove an accountant. Those with admin rights include Accountants, master administrators, and company administrators.
  • You can invite up to two accountants. (Adding an accountant is free and doesn’t count toward your user limit unless the accountant also holds Master Admin rights.)
  • Accountants can remove themselves as long as they are not the lead accountant. If they are the lead accountant and they try to delete themselves, they will get the message To make this change, go to QuickBooks Online Accountant and assign a new lead for this client.
  • The Accountants Copy feature in QuickBooks Desktop is not an option in QuickBooks Online since accountant users have full access to the accounting once they sign-in.
Warning Accountant users can delete other accountant users from the same firm. However, accountant users cannot delete accountant users from a different firm.

Next, you’ll need to quickly determine which Manage Users screen you have, and then follow the steps accordingly.

Determine which Manage Users screen you have

To determine which steps to take later in the process, determine which Manage Users screen you have.

  1. Check the address bar in your browser.
  2. If the link ends in usermgt, you have the new Manage Users interface.
  3. If the link ends in legacyusermgt, you have the old Manage Users interface.

If you have the old Manage Users screen

To add or invite an accountant user:

  1. Select the Gear icon on the Toolbar, then Manage Users.

  2. In the Accounting Firms section, select Invite Accountant.
  3. Enter your accountant’s email address. Then select Next, then Finish.

Your accountant will receive an email invitation with instructions for signing into your company.

Note After inviting an accountant, their status on the Manage Users page will show as Invited until they accept the invitation. Once they accept the invitation, their status will change to Active.

To remove an accountant user:

  1. Select the Gear icon on the Toolbar, then Manage Users.

  2. In the Accounting Firms section, select the accountant row. Then select Delete.
  3. Select Yes to confirm.
Note If the accountant you are attempting to delete is also a Client Lead, you may be prompted with additional requirements for removing the user.

If you have the new Manage Users screen

To add or invite an accountant user:

  1. Select the Gear icon on the Toolbar, then Manage Users.

  2. Select the Accountants tab.

  3. Invite your accountant.
    • If this is your first time adding an accountant, enter your accountant's email and select Invite.
    • If you've added an accountant already, select Invite accountant. Then enter the accountant's name and email address. Select Save.

Your accountant will receive an email invitation with instructions for signing into your company.

Note After inviting an accountant, their status on the Manage Users page will show as Invited until they accept the invitation. Once they accept the invitation, their status will change to Active.

To remove an accountant user:

  1. Select the Gear icon on the Toolbar, then Manage Users.

  2. Select the Accountants tab.

  3. Find the name of the accountant you wish to remove. From the Action drop-down, choose Delete.
  4. Select Delete in the confirmation window.
Note If the accountant you are attempting to delete is also a Client Lead, you may be prompted with additional requirements for removing the user.

Now you know how to add or remove an accountant user.