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Add clients to QuickBooks Online Accountant

by Intuit• Updated 2 months ago

Keeping in touch with your clients, whether they're new or old, on QuickBooks Online makes their bookkeeping a breeze. Plus, you can easily tweak their accounts if they add you as their accountant.

If your client already has QuickBooks Online or Self-Employed, ask them to invite you to become their accountant:

  1. Ask your client to send the invite to the email address you use for your QuickBooks Online Accountant firm.
  2. Open the invite email and select the Accept Invitation link.
  3. Sign in with your user ID and password.
  4. If you have multiple QuickBooks Online Accounting firms, select the one you want to connect your client to.

When you accept the invite, QuickBooks connects their accounts to your firm and adds them to your client list. You can now review and make edits to their books.

If you can't connect, don't worry. Here's what to do if you can't accept their invitation.

Transfer clients with existing QuickBooks subscriptions to your wholesale discount plan

If a client wants to become part of your wholesale discount plan but already pays for their subscription, follow these steps to transfer their subscription.

If a client wants to become part of your wholesale discount plan but already pays for their subscription client must first select the "Allow billing transfer to your accountant" link.

The Primary Admin can follow these steps in their QuickBooks Online company:

  1. Go to Settings Settings gear icon. and select Account and settings.
  2. Select the Billing & subscription, then Allow billing transfer to your accountant link.
  3. Select the name of the accounting firm you want to transfer billing to.
  4. Once done, select Allow transfer.

Note: Once the client gives you permission, you have two days (48 hours) to finish the transfer.

Once the client has provided permission, follow these steps to transfer their subscription.

Keep in mind if your client has the following product attached to their QuickBooks Online subscription, you can't add it to your wholesale discount plan:

  • QuickBooks Time
Please note that the ability to add clients from QuickBooks Time onto your wholesale discount plan will become available soon.

You can add clients to your wholesale discount plan and subscribe to QuickBooks for them. This lets you pick the products that best fit their needs. Learn more about wholesale discount.

  1. In QuickBooks Online Accountant, select Clients from the left-hand navigation menu.
  2. Select Add client.
  3. Fill in your client’s details.
  4. Select the product/file type that your client is signing up for.
  5. Select Wholesale discount (we bill your firm) to add your client to your wholesale discount plan.
  6. Review the available QuickBooks and payroll products in each section. Important: If your client needs a payroll product, it must also be part of your wholesale discount plan. They can't purchase and pay for their payroll plan on their own.
  7. If you also plan to do admin work for your client, tick the Make me the primary admin box.
  8. When you're ready, select Save.

QuickBooks connects their accounts and adds them to your client list. You can now review and make edits to their books.

You can also give clients a direct discount and let them handle their own billing and subscription.

Note: Your client will need to add their payment information before the 30-day trial period ends to continue using the discount.

  1. In QuickBooks Online Accountant, select Clients from the left-hand navigation menu.
  2. Select Add client.
  3. Fill in your client’s details.
  4. Select the product/file type that your client is signing up for.
  5. Select Direct Discount (We bill your client).
  6. This gives your client a discount, but they will pay for their own subscription to QuickBooks.
  7. If you also plan to do admin work for your client, select the Make me the primary admin box.
  8. When you're ready, select Save.

QuickBooks connects their accounts and adds them to your client list. You can now review and make edits to their books.

Even if your client doesn't have QuickBooks, add them to your firm so all of your clients' info is in one place:

  1. In QuickBooks Online Accountant, go to the Clients menu.
  2. Select Add client.
  3. Select Business or Individual.
  4. Enter your client's info.
  5. In the Products section, select No subscription.
  6. When you're done, select Save.

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