Intuit

Add, delete, or edit a user

Learn how to manage what your users can and can't do in QuickBooks Online.

If you're an admin in QuickBooks, you can set how much access a user should have, depending on what they do in the company.

Only an admin can manage users. In case you need to be the new master admin, the current master admin can transfer the role.

Note: "Multiple users" feature is available in Plus, Essentials, and Advanced plans. If you have Simple Start plan, upgrade to add more users.

Not sure which one you have? Log in to QuickBooks, then check your plan details.

Add a new user

  1. Select the Gear icon at the top.
  2. Under Your Company, select Manage Users.
  3. Select Add user.
  4. Select which type of user you like them to be, then follow the steps below.

After adding the new user

They’ll receive an email invite to your QuickBooks company.

Remind your new user to:

  • Open the link in the email using a web browser. (They won't be able to accept the invitation from the mobile app.)
  • Accept the invite right away. Their invite expires if not accepted in 30 days.
    New user didn’t receive invite? Here’s what to do if invited users didn’t get the email invitation to your company.
  • Use their existing QuickBooks Online user ID and password to sign in. If they don’t have any QuickBooks account, they can create their user ID and password.

Delete a user

  1. Select the Gear icon.
  2. Under Your Company, select Manage Users.
  3. Find the name of the user you want to delete.
  4. Select the drop-down in the Action column, and then select Delete.
  5. Select Delete again to confirm.

Note: The history for deleted users remains in your audit log.

Change a user's access

  1. Select the Gear icon at the top
  2. Under Your Company, select Manage Users.
  3. Find the name of the user you want to edit.
  4. Select the drop-down in the Action column, and then select Edit.
  5. From the User type drop-down, select the type of access you like this user to have.
  6. At the bottom right, select Save.
  7. Ask the user to sign out, then sign back in to see the change in access rights.
Note: You can't change a company admin, reports only, or standard user to time tracking only. You also can’t edit a standard user with “None,” or “Vendor and Expenses” only access at this time.

To change these users' access, remove them, then re-invite them again.

Change your email as a master admin

If you’re the master admin, we send important emails to your email address, like subscription or billing reminders. Here’s how to make sure your email address is correct.

  1. Select the Gear icon at the top.
  2. Under Your Company, select Manage Users.
  3. Find your user name from the list.
  4. Select the drop-down in the Action column, and then select Edit.
  5. Update the name and/or email as necessary, then Save.
Need to change another user’s email?

Editing a user’s email won’t change their user ID when signing in. Let your user update their email.

Add your accountant as a user

Learn how you can add your accountant as a user in QuickBooks.