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Intuit
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Add, delete, or change user access

Learn how to manage who can access your books in QuickBooks Online.

Adding multiple users can help your business run more smoothly, so you don’t have to do it all. Here’s what you need to know to add a user, delete a user, or edit a user’s access.

You can also learn about the types of users you can add and what they can do.

Add a QuickBooks Online user

Master admin or accountant users, follow these other linked steps if you want to:

Step 1: Invite your new user

  1. Select Settings ⚙, then Manage Users. If you can’t select this, you don’t have permission to manage other users. Contact an admin user for help.
  2. Select Add user.
  3. Select the user type you want to create. More options will appear on the screen depending on the user type you select.
  4. Enter your new user’s name and email address, then select Save.

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

Step 2: Have your user accept the invite

Your new user will quickly get an email from quickbooks-email@intuit.com. It has your business’s name and a message that includes “Ready to get started? Let's go!”

Have your new user select the “Let’s go!” link in the email, which takes them to a sign in or account creation page. They need to sign in or enter info to create a new account.

Note: 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 at the bottom of the screen.

  1. Select Settings ⚙, then Manage Users. If you can’t select this, you don’t have permission to manage other users. Contact an admin user for help.
  2. Find the user you want to delete. Select the small arrow icon in the Action column.
  3. Select Delete, then select Delete again in the confirmation window.

Note: The history for your users is available in your audit log, even after you delete a user.

  1. Select Settings ⚙, then Manage Users. If you can’t select this, you don’t have permission to manage other users. Contact an admin user for help.
  2. Find the user you want to edit, and select Edit in the Action column.
  3. In the window that appears, choose the User type drop-down ▼ menu. Select the user type you want them to be. More options will appear on the screen depending on the user type you select.
  4. When you’re finished, select Save. Ask the user to sign out and then sign in to see the change.

Note: There are some types of users you can't change into a different type. For example, you can’t change a time tracking user into a standard user. In these cases, delete the user, then add them again as a new user. To change the master admin, see how to change your QuickBooks Online master admin user.

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