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Add accountant users in QuickBooks Online

by Intuit•61• Updated about 5 hours ago

Learn how to add your accountant in QuickBooks Online.

With access to your company, your accountant can review your books, make corrections, and collaborate on any issues. Accountant users have additional privileges that let them undo entire reconciliations, reclassify transactions, and write off invoices. They can also use accountant-specific tools to help you prepare for taxes.

Note: Regular accountant users don't count toward your usage limit if you use the firm invite function. They’ll count if you invite them as a primary admin or regular users, here’s how to add and manage them in QuickBooks Online.

QuickBooks Online allows you to invite different users through the Manage users page. If you'd like to give your accountant access to your company, see the steps below.

  1. Sign in to QuickBooks Online as a primary admin.
  2. Go to Settings ⚙ and select Manage users.
  3. Select the Accounting Firms tab, then select Invite firm.
  4. Select Enter my accountant's email.
  5. Enter your accountant’s first name, last name and email address, then select Invite.
  1. Sign in to QuickBooks Online as a an admin.
  2. Select Settings Settings gear icon., then select Manage users.
  3. Select the Accounting Firms tab, then select Invite firm.
  4. Select Enter my accountant's email.
  5. Enter your accountant’s first name, last name and email address, then select Invite.

Note: Your accountant needs to be primary contact of their accounting firm to receive and accept the invite.

What happens when you invite your accountant by email

  • Your accountant will receive an email about the invitation. You’ll know they accepted your request when the status on the Manage users page changes from Invited to Active.
  • Your accountant will get a link to access your QuickBooks Online company if they already have QuickBooks Online Accountant. If they don’t, they need to sign up. Signing up is free and lets them access all of the features available in your version of QuickBooks Online at no cost to you.
  • Your accountant will receive an email about the invitation.
    •  You’ll know they accepted your request when the status on the Manage users page changes from Invited to Active.
  • Your accountant will get a link to access your QuickBooks Online company if they already have QuickBooks Online Accountant.
    • If they don’t, they need to sign up. Signing up lets them access all of the features available in your QuickBooks Online at no cost to you.
  • If your accountant doesn't receive the email.
  1. Sign in to QuickBooks Online as a primary admin.
  2. Go to Settings ⚙ and select Manage users.
  3. Select the Accounting Firms tab, then select Invite firm.
  4. Select Enter my accountant’s firm ID.
  5. Enter your accountant’s firm ID, then select Invite.
  1. Sign in to QuickBooks Online as a an admin.
  2. Select Settings Settings gear icon., then select Manage users.
  3. Select the Accounting Firms tab, then select Invite firm.
  4. Select Enter my accountant’s firm ID.
  5. Enter your accountant’s firm ID, then select Invite.

Note: Your accountant needs to be primary contact of their accounting firm to receive and accept the invite.

What happens when you invite your accountant by firm ID

  • Your accountant will be able to accept or decline your invitation from their Quickbooks Online Accountant Clients page. You’ll know they accepted your request when the status on the Manage users page changes from Invited to Active.
  • Your accountant will also receive an email about the invitation.
  • Your accountant will be able to accept or decline your invitation from their QuickBooks Online Accountant Clients page. You’ll know they accepted your request when the status on the Manage users page changes from Invited to Active.
  • Your accountant will also receive an email about the invitation.

If you no longer want an accountant to access your books, here's how to remove them.

Note: Accountants can't remove other accountants or themselves from the Manage users page.

  1. Sign in to QuickBooks Online as a primary admin.
  2. Go to Settings ⚙ and select Manage users.
  3. Select the Accounting Firms tab.
  4. Find the accountant you want to remove.
  5. From the Action column, select Delete.
  6. Select Delete to confirm.
Have any other questions for our team?

If any of your questions were left unanswered, we'd love to hear them!
Pop over to our QuickBooks Community's discussion on Intuit account management where you can ask your questions, have them answered by qualified QuickBooks Online experts, and hopefully help others with the same questions out in the process.
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