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Intuit

Understanding user types and permissions

Learn how to assign user types and permissions.

It's important to give appropriate user types and permissions to the people who access your QuickBooks Online account. This minimizes overlap in bookkeeping work. And it protects your sensitive company information.

In this article we'll explain the different user types. We'll also help you understand when and how to use each.

Before you get started

A few things you should know before you get started.

  • You can review the changes made by users in the Audit Log.
  • Simple Start only has a Master Administrator.
  • Essentials has a Company Administrator and Standard user.
  • Time Tracking and Reports Only users don't count towards the total of number of users in your subscription.  
  • QuickBooks Online Advanced users: You can use the "custom user" role to create a unique access profile for a user that meets your needs. 
  • To get the steps to change a user's access, check out this article.

User Types

Master Administrator. Typically the person who created the company file.

Company administrator.  This user has access to all areas of the company file. The Master Administrator can also grant this user access to the company's subscriptions and billing information.

Accounting firms. You can invite up to two accountants/accounting firms to have access in your company file.

Standard user. You can give full or limited access to Standard users without admin privileges.

Custom user. This user can have more specific access and restrictions to areas of QuickBooks Online--letting you be more in control of what they see or do. Custom user type is only available in QuickBooks Online Advanced.

Reports only (read only access). These users have read-only access to all reports (except Audit Log and Payroll Reports). They can create a group of reports, memorize a report, and drill down as far as transaction reports. They don't have the ability to view the actual transaction. This user is only available in QuickBooks Online Plus.

Time tracking only. These users can only see time sheets and time reports for themselves. They don't have access to other areas of the company file.

Users with all access rights

Users with all access rights have access to Customers & Sales and Vendors & Purchases areas. If enabled these users can

  • Change Company Settings.
  • View the Audit Log.
  • Create, edit and delete budgets.
  • Add, edit and delete accounts.
  • Make deposits and transfer funds.
  • Reconcile accounts and make journal entries.
  • View all reports.

Unless you set them up with No Payroll access, they can also:

  • Add, edit and delete employees.
  • Create paychecks and handle all other payroll tasks.
  • View paychecks in the register window.

Users with no access rights (None)

Users with no access rights can't access any of the accounting features of QuickBooks Online. However, they can:

  • Manage other services your company subscribes to.
  • Fill out their own time sheets.

Access and permissions at a glance

This table summarizes the things that you can and can't do depending on the level of permission that you grant to a user.

Company Administration
Areas and features of QuickBooks Online All Access Rights Customers & Sales Access Rights Vendors & Purchases Access Rights None
Access and edit subscription information X X Limited
Access and edit preferences X
View Activity Log X
Export data back to QuickBooks Desktop versions X
Budgets X


Lists
Areas and features of QuickBooks Online All Access Rights Customers & Sales Access Rights Vendors & Purchases Access Rights None
View, add, edit and delete Users X X Limited
View, add, edit and delete accounts X
View, add, edit and delete customer information X X
View, add, edit and delete vendors X X
View, add, edit and delete products/services X X
View, add, edit and delete recurring templates X Limited Limited
Transactions
Areas and features of QuickBooks Online All Access Rights Customers & Sales Access Rights Vendors & Purchases Access Rights None
Invoices X X
Sales Receipts X X
Estimates X X
Enter Credits X X
Enter Charges X X
Receive Payments X X
Statements X X
Enter and Pay Bills X X
Enter credit card purchases X X
Make Bills and purchases billable to customers X X
Add billable time/expense to sales transactions X X
Deposits X
Journal Entries X
Transfers X

Registers/Reports
Areas and features of QuickBooks Online All Access Rights Customers & Sales Access Rights Vendors & Purchases Access Rights None
View Customer registers X X
View Vendor registers X X
View Bank registers X
View customer and accounts receivable reports X X
View Vendor and accounts payable reports X X
View Payroll Reports X
View Company (Financial) reports X


Banking Functions
Areas and features of QuickBooks Online All Access Rights Customers & Sales Access Rights Vendors & Purchases Access Rights None
Reconcile X
Online Banking X

Print Checks
Areas and features of QuickBooks Online All Access Rights Customers & Sales Access Rights Vendors & Purchases Access Rights None
Bank Checks X X
Refund Checks X
Paychecks X
Payroll Liability Checks X
Create Checks
Areas and features of QuickBooks Online All Access Rights Customers & Sales Access Rights Vendors & Purchases Access Rights None
Bank Checks X X
Refund Checks X X
Paychecks X
Payroll Liability Checks X
Payroll Functions
Areas and features of QuickBooks Online All Access Rights Customers & Sales Access Rights Vendors & Purchases Access Rights None
Payroll Setup Interview If set up with payroll access
Process Payroll Forms If set up with payroll access
Paychecks If set up with payroll access
Time Sheets If set up with payroll access Limited Limited Limited

Note: Users can only create recurring templates for transaction types they have access to.