Manage custom firm roles in QuickBooks Online Accountant

Learn how to add and edit custom firm roles in QuickBooks Online Accountant.

For greater access control in your firm, create and assign custom roles to your team members in QuickBooks Online Accountant. Custom roles allow you to grant specific access while protecting sensitive areas of your firm's books.

Add a new role

1. Sign in to QuickBooks Online Accountant as an admin, or a user with full access permissions. Learn more about access levels for your accounting team.
2. Go to Team.
3. Select the Roles tab.
4. Select Add role.
5. Name the role and add an optional description.
6. Select one or more of the following options to setup access:
   • Sales
   • Expenses
   • Inventory
   • Lists
   • Bookkeeping
   • Accounting
   • Budgets
   • Payroll
   • Reports
   • Account management
7. In each section, tick or untick View, Create, Edit, and Delete capabilities as needed.
8. When you’re done, select Save Role.

Once created, you can immediately add a user to the new role.

1. In the message that appears, select Add User.
2. Enter the user’s first and last name, and email address.
3. Select Add user.

Edit or deactivate a role

To edit a role:

1. Go to Team.
2. Select the Roles tab.
3. Find the role and select Edit in the Action column.
4. Make any changes as needed.
5. When you’re finished, select Save Role.

To deactivate a role:

1. Go to Team.
2. Select the Roles tab.
3. Find the role and select the icon.
4. Select Deactivate.
5. Select Deactivate again to confirm.
6. (Optional) To delete the role completely, find the role and select Delete from the Action column. This action cannot be undone.
7. (Optional) To restore a deactivated role, find the role and select the icon, then Reactivate.

Assign users to roles

After creating a custom role, you can edit your team members to assign them to it.