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Top 5- Account Management

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Happy April QuickBooks Community! As we jump into spring, I want to make sure you feel confident when it comes to managing your account. For that, I’ve pulled together some of the top 5 questions asked by our community in regards to this topic. 


So let’s take a look at what these are and jump right in!


1. Can you manage multiple company's books from one user account in Quickbooks Online?


Yes, you totally can!


The nice thing is that you can have as many companies as you'd like under the same QuickBooks Online account. Each company you create requires an additional subscription, but you can access them with the same sign-in info. This lets you quickly switch between companies so you can manage everything more efficiently. 


To add a new company:

  1. Go to the QuickBooks pricing page and select the subscription you want. 
  2. You’ll see a page that asks you to create an Intuit account to buy QuickBooks. Scroll all the way to the bottom and look for the small text that says “Adding company to an existing account.” Select Sign in next to this.


  3. If you're signed in to QuickBooks, you’ll be asked to confirm the account you want to sign in with. If the account displayed is the one you want to use for the new company file, select Continue.
  4. When asked, enter the same ID and password you already use for QuickBooks. 
  5. Fill out all the information about your new company and you’re good to go.


Now that you have multiple companies, you’ll be asked which company you want to open whenever you Sign in to QuickBooks Online . To switch between companies at any time, select the Gear icon and select Switch company.


To learn more about managing multiple companies, check out the following link. It has a bunch of useful information for you and your business: Managing your companies


2. How do you invite your accountant?


You can invite your accountant easily within QuickBooks Online and I’ll show you how!


You’ll want to:

  1. Sign in to your QuickBooks Online company.
  2. Click on the Gear Icon > Manage Users.
  3. Go to the Accounting Firms section.
  4. Enter your accountant's email address and first/last name (optional).
  5. Click Invite. They will receive an email with a link for signing in to your company.
  6. They will be asked to create a user ID before signing in the first time unless they already have an account with Intuit Business Services.
  7. Until your accountant signs in, their status on the Manage Users page is "Invited." After accepting the invitation, their status changes to "Active."
  8. Click Next and Finish.


That’s all there is to it!


3. How do I give users view only access in QuickBooks Desktop? 


Great question!


I'd love to walk you through the steps to get users the view only access. While there isn't a specific option for users to access view only, you'll have the option for selective access in some areas in QuickBooks.


Here's how:

  1. Click Company.
  2. Click Set Up Users and Passwords.
  3. Select Set Up Users.
  4. For existing users, click Edit User. For new users, click Add User.
  5. Click Next to see each user access roles, and select Selected Areas of QuickBooks.
  6. Click Next and you'll see on every areas the No Access, Full Access, and Selective Access radio button.
  7. Just click Selective Access, and choose the sub-options.
  8. Follow the on-screen prompts to walk you through the rest.


You can also check out this article for more useful information on this topic: QuickBooks Desktop Users and Restrictions


4. How do I delete everything in my QuickBooks and start over?


Thanks for asking!


If your QuickBooks Online data is less than 60 days, you have the option to purge your account if you're using QuickBooks Online Plus, Essentials and Advanced. The system deletes all data entered into the company, and you're unable to restore or reverse them.


To purge the data, follow the steps listed below:

  1. Log in to your QuickBooks Online account.
  2. Change the URL to include /purgecompany.
  3. Example: URL shows, change to:
  4. The next screen will provide a summary of the items to be deleted.
  5. Type the word “YES” once the data gets deleted, then click OK.
  6. Click Wipe Data once your selections are complete.
  7. Once the deletion is complete, you will be rerouted to your home page.

If it's 60 days old or older, you need to cancel your account and start a new subscription.


To cancel your account:

  1. Go to Gear icon and select Account and Settings under Your Company.
  2. Select the Billing and subscription tab.
  3. In the QuickBooks section, select Cancel.
  4. Follow the steps to cancel your account. If you use payroll, you should cancel your payroll account too.


To start a new account:

  1. Go to
  2. Fill up the User ID and password.
  3. You can use the same user ID and a password you previously had. If you activated payroll in the account, this is the best option for you.


For additional info and resources about this action, check out this article: Delete your data and start over in QuickBooks Online. I'll also attach this YouTube video as well: How to erase your QuickBooks Online data and start over.


5. How do I find my QuickBooks License number?


I can definitely help you find your license number!


 If you have QuickBooks Desktop, you can locate your license number by opening your QuickBooks and pressing the F2 key. That will open a Product & Information window.


QuickBooks Online accounts don't have a license number, they have a Company ID(CoID). You’ll find your CoID on your Billing & Subscription page.


  1. Click the Gear icon.
  2. Choose Account & Settings.
  3. Select Billing & Subscription on the left. The Company ID will be displayed at the top.


That should do it!


That’s all I have for you today! I hope you found these top 5 questions helpfu on Account Management. As always, feel free to reach out to us with any other questions or concerns you may have here in the Community.


See you next month!


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