Intuit

How to manage an accountant user in QuickBooks Online

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

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 2 accountants.
    Note: 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 Accountant's 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.

Determine which Manage Users screen you have to know the step to take later in the process by checking the address bar in your browser.

  • If the link ends in usermgt, you have a new Manage Users interface.
  • If the link ends in legacyusermgt, you have an old Manage Users interface.

Old Manage users screen

To add or invite an accountant user:

  1. Select the Gear icon at the top, then Manage Users.
  2. In the Accounting firms section, select Invite Accountant.
  3. Enter your accountant’s email address. 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 at the top, then Manage Users.
  2. In the Accounting firms section, select Accountant row, then choose 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.

New Manage users screen

To add or invite an accountant user:

  1. Select the Gear icon at the top, then Manage Users.
  2. Go to Accounting firms section to invite your accountant.
  3. Invite your accountant.
    • If this is your first time adding an Accountant, enter your accountant's email, then select Invite.
    • If you've added an accountant already, select Invite. Enter the accountant's name and email address, then Save.

Your accountant will receive an email invitation with instructions for signing into your company. The status on the Manage Users page will show as Invited and will change to Active once the invitation is accepted.

IMPORTANT: Your accountants and members of their firm will have admin access to your company data.

To remove an accountant user:

  1. Select the Gear icon at the top, then Manage Users.
  2. In the Accounting firms section, find the name of the accountant you wish to remove.
  3. From the Action drop-down, choose Delete.
  4. Select Delete 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.