I want some of my staff to be able to upload credit card receipts. They only need that access. What role do I assign to them & does that role count towards my usage?

Hi, Jennifer. While QuickBooks Online doesn't have a specific role for handling credit card receipt submissions, I can guide you through a few options to consider.

In QuickBooks Online (QBO), you can assign your staff to the Expense manager role, which provides limited access to manage expenses and related activities. Although it isn't specifically designed for receipt uploads alone, you can customize its permissions to restrict their access accordingly.

Please note that the Expense manager role and customizable permissions are exclusive to the Advanced subscription.

To assign this role, here's how:

1. Go to the Gear icon and select Manage users.
2. Under the Users tab, choose Add user.
3. Enter the user’s First name, Last name, and Email.
4. In the Assign roles section, select the Expense manager role.
5. Review the permissions, then select Send invite.
6. Select Save role.

Once done, select the View all permissions option to customize the access associated with the role. I've included a screenshot for your reference:

You can also generate a custom forwarding email to allow your staff to send credit card receipts directly to your QBO company. Please note that only invited users can send receipts, and your QBO subscription is Advanced.

Here's how:

1. Go to Accounting and select Receipts from the menu.
2. At the top, click Manage Forwarding Email.
3. Enter a custom email address.
4. Share the custom email address with your staff.

Regarding your second question, yes, assigning any role will count towards your QBO usage limits regardless of the permissions assigned to them.
 
Please feel free to revisit this thread with any updates or further questions.