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Add, manage, or delete users in QuickBooks Online

SOLVED•by QuickBooks•155•Updated 1 day ago

Learn how to add, manage, or delete user profiles in QuickBooks Online.

You can add users to help with your company's operations and bookkeeping, and customise each role, and provide individual permissions for specific tasks. You can also give your accountant access to review your QuickBooks company.

Note: Only users with the right permissions can manage user profiles in QuickBooks Online. If you need to, here's how to change the primary admin for your company.

This page will run you through adding and deleting users, and managing user types and profiles in QuickBooks Online. In this article, you'll learn how to:

Before you start

It’s important to note that your subscription level determines how many users you can add, and user with the correct permissions can manage other user profiles. More information on these will be given in the next sections.

You’ll see a single page view to define roles, which provides more details on features users can access. This experience will eventually be available to all, but for now, is limited to a few.

Add a new user

  1. Go to Settings ⚙ and select Manage users.
  2. Select Add user, then enter the user’s First name, Last name, and Email.
  3. Select the Roles ▼ dropdown then select the role you want to assign to the user.
  4. Review the features this role gives access to. You can expand each section.
  5. Select the Account management settings you want to manage (if applicable for the chosen role).
    Note: If you select View all permissions, you’ll be able to review the list of features the user will not have access to.
  6. Select Send invitation.

New users receive an invite to join the company. Ask them to select the link in the email. They can create a new Intuit Account or just sign in if they already have one.

Manage user role or permissions

  1. Go to Settings ⚙ and select Manage users.
  2. Find the user you want to edit. Then select Edit in the Action column.
    • You can change the user role from the Roles ▼ dropdown. 
  3. Select the Account management settings you want to manage 
  4. Select Save.
  5. Ask the user to sign out and sign in again into QuickBooks Online to see the updates.
  1. Go to Settings ⚙ and select Manage users.
  2. Select Add user, then enter the user’s First name, Last name, and Email.
  3. Select the Roles ▼ dropdown, then select the role you want to assign to the user.
  4. Review the features this role gives access to. You can expand each section.
  5. Select the Account management settings you want to manage (if applicable for the chosen role).
    Note: If you select View all permissions, you’ll be able to review the list of features the user will not have access to.
  6. Select Send invitation.

Seeing a user limit?

If you see a user limit message, it’s because QuickBooks Online has a maximum number of users depending on your subscription. Certain roles don't count toward your user limit, like Reports or Time tracking only.

Learn about limits and what you can do to add a user.

New users receive an invite to join the company. Ask them to select the Let’s go! link in the email. They can create a new Intuit Account or just sign in if they already have one.

If your user sees a sign-in page and isn't sure why, it’s because their email address is already used with an Intuit Account. This could be for a different product. It’s fine for them to sign in with that email address if it’s theirs. If they’re not sure how, they can select I forgot my user ID or password.

Before you start

Here's how to get into it:

  1. Go to Settings ⚙ and select Manage users.
  2. Find the user you want to edit, then select Edit in the Action column.
    • You can change the user role from the Roles ▼ dropdown.
    • Select the user settings you want to manage (if applicable).
  1. Select Save.

Ask the user to sign out then sign back into QuickBooks Online to see the updates. If you have QuickBooks Online Advanced, here's how to manage user access.

You can't edit the Time tracking only roles. Instead, delete them, then add them again with the correct role.

You can also give your accountant access to review your QuickBooks company.

When you delete a user it’s permanent. But you can still view their history in the audit log.

  1. Go to Settings ⚙ and select Manage users.
  2. Select the ellipsis icon on the user you want to delete, then select Delete.
  3. Select Delete user from the pop-up window to confirm.

Note: If the user you are trying to delete is an Admin user, ensure you have also removed their payroll access.

  1. Go to Settings ⚙ and select Manage users.
  2. Select the Accountants tab.
  3. Find the Accountant's name, then select Delete in the Action column.
  4. Select Delete again from the pop-up window to confirm.

Sometimes invitations can get misplaced. First, have the user check their junk folder. If the invitation isn't in their junk folder, get them to add Intuit's service email addresses to their email's list of accepted senders.

It depends on your subscription. For more information on user limits, see How many users can I set up?

Yes, invitations expire after 48 hours.

We can fix this! Don't resend the invitation if it has expired. Instead, delete the user and add them again. When you add the user again, a new invitation will be sent.

Follow the steps in this article to delete the user, then add them again.

QuickBooks Online uses the browser cache and cookies to run faster. Sometimes, these can also block web pages from loading. If you're experiencing issues when you add a user, clear your cache and cookies.

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