Welcome back to the Community. Don't worry, I'll be happy to share more info about user types in QBO.
The Standard user type can permit limit access but can't view your bank accounts. Please check out this article for details: Learn about user types in QuickBooks Online.
Depending on what other information you'd like to see, I recommend looking into setting up the user as a Limited User. Once you've reviewed the article above, feel free to reach out if you have further questions. I'll be on standby.
Hi Drew. I see what you're saying. The Limited User has no access to employee information. You can also add a user with ALL access but Payroll access. I'll attach an image below for reference:
Feel free to ask questions.
Great question! When setting up a new user with an account using Standard Payroll, you'll still have the option to give them access to everything except Payroll info. This would be considered an All Access user. If you'd like the user to have access to everything including Payroll, you'll set them up as an All Access - Payroll Access user. This is all outlined in the article provided above under the different user types.
Thanks for joining in on this thread @SSchl. You've indicated that there should be an attachment or screenshot included in your post but it hasn't come through, so I'm unable to see what option you're referring to. Adding a new user with specific user privileges is a straightforward process in QuickBooks Online. I'll go over some troubleshooting steps you can take to see if you can view the options you're expecting to see.
Occasionally the images and files that are stored in your internet browser's cache can cause issues with websites that you visit frequently. Buttons can go missing, options can disappear, etc. Please run through the troubleshooting steps below to rule out these types of problems:
Try a browser if you're using the app
Try a private browser window
Try another browser type
Make sure you're using a supported browser and system
Reset your Internet or try on another computer or device
If you're still experiencing difficulties seeing the different options for user access, it could be as a result of the QuickBooks Online Plan that you have. If you're using EasyStart you'll be limited to adding 1 billable user and 2 accounting firms, so you'll be unable to add additional standard users with customized accesses. If this is important to you, I recommend checking out our Plans & Pricing to learn more about your options. Upgrading your QuickBooks Online subscription to Essentials or Plus will give you loads of new exciting features to explore. Maybe one of these plans will be the perfect fit for your company!
With more information on what user option you're looking for I'll be able to provide you with further assistance. Please take some time to check out our article on User types and user permissions in QuickBooks Online, and reply to this post with additional details. The article goes over the steps for adding and managing users, as well as details on user types. When I know more about what you're looking for and what type of subscription you have, I'll be able to help you get to the bottom of this.
Drop me a line when you have the chance. I'm here to help and want to make sure you're able to make the most of your QuickBooks Online subscription!
The article on User types and user permissions in QuickBooks Online was very helpful in pointing me in the general direction I need to sort out access but has a number of issues in the "Standard user role access rights" list that should probably be fixed and some items that could benefit from some expansion and clarification:
Along with these:
I do see that is says it’s only a “summary but it feels like its comprehensive except that it’s not so I still I think it could really benefit from either improvements or a clear disclaimer as the text is being cut and pasted into other discussions in a way that makes it feel definitive.
So again, I found this useful and am very appreciative for it helping point me in the general direction of what I needed but I think a table might be a better way to lay it out and avoid some of the issues I noted above… I started it but a big disclaimer here is that:
This table might be wrong since the info I started with had some issues.
|All access||All access (Payroll access)||Limited (customers and sales)||Limited (suppliers and purchases)||Limited (customers and sales, plus suppliers and purchases)|
|Add, edit, and delete accounts||Yes||Yes||No||No||No|
|Add, edit, and delete currencies||Yes||Yes|
|Add, edit, and delete customers||Yes||Yes|
|Add, edit, and delete employees||Yes||Yes|
|Add, edit, and delete payroll transactions||No||Yes|
|Add, edit, and delete products||Yes||Yes||Yes|
|Add, edit, and delete quantity on hand||No||No||No|
|Add, edit, and delete services||Yes||Yes||Yes|
|Add, edit, and delete suppliers||Yes||Yes|
|Change the setup for existing sales tax information||Yes||Yes|
|Create and delete statements||Yes||Yes|
|Create, edit, and delete budgets||Yes||Yes|
|Customers and sales||Yes||Yes|
|Edit exchange rates||Yes||Yes|
|Enter bills from suppliers||Yes||Yes|
|Enter cash and credit card purchases||Yes||Yes|
|Enter credit memos||Yes||Yes|
|Enter sales receipts||Yes||Yes|
|Fill out time sheets for anyone||Yes||Yes|
|Make bills and purchases billable to customers||No||Yes|
|Make deposits and transfer funds||Yes||Yes|
|Make sales tax adjustments and file sales tax returns||Yes||Yes|
|Perform home currency adjustments||Yes||Yes||No||No|
|Prepare a tax return||Yes|
|Prepare and file sales tax returns||No||Yes|
|Print cheques (except refunds)||Yes|
|Print cheques (except refunds)||Yes|
|Print cheques (including refunds)||No|
|Receive payments from customers||Yes||Yes|
|Reconcile accounts and make journal entries||Yes||Yes|
|Record a tax payment or refund||Yes|
|Record sales tax payments||No||Yes|
|Run tax reports or view tax history||No||Yes|
|See total income and expenses on Home, Supplier, and Customer pages||No||No||No|
|Set up multicurrency||Yes||Yes||No||No|
|Suppliers and purchases||Yes||Yes|
|Turn on sales tax (GST/HST, PST, and QST) for the company||Yes||Yes|
|Use/adjust sales tax on purchase, card, and banking transactions, including overriding calculated sales tax amounts)||Yes||Yes|
|View A/P reports||Yes|
|View A/R reports||Yes||Yes|
|View account histories||No|
|View activity log||Yes||Yes|
|View all reports||No||Yes|
|View all reports except payroll||Yes|
|View bank registers||No||No||No|
|View check reports||Yes||Yes|
|View customer registers||Yes||Yes|
|View customer reports||Yes|
|View payroll reports||No|
|View supplier reports||Yes|
|View tax rates and agency settings||Yes||Yes|
I would love some help filling in the blanks on this table and would be more than happy to share the spreadsheet I made. Thanks again for the info.
Thank you for your detailed input into the standard user role access list. QuickBooks Online strives to offer the best possible product for our customers and we always appreciate hearing what people are looking to see added or updated. I can see how these changes to the user access interface would be of benefit and provide further clarity for others.
When you have a chance, I recommend reaching out to our product development team to share this valuable input. Feedback can be sent to them from directly within your QuickBooks Online company, and they take the comments received from customers like you into consideration when they're preparing future updates and features. Here's how you can submit your feedback to them in QuickBooks Online:
You feedback will then be shared with our team. Have a great evening!