Add and manage custom roles in QuickBooks Online Advanced
SOLVED•by QuickBooks•23•Updated 1 week ago
Find out how to add and manage custom roles in QuickBooks Online Advanced.
With custom roles, you can manage user access in QuickBooks and give users only the access needed for their role. Choose what users can see and do within different areas of QuickBooks like banking, sales, payroll, expenses, reports, and inventory.
When you set up a new role, you have the choice to:
Create a new role and choose what the role can access.
Choose a predefined custom role, like Sales Manager or Expense Manager.
Choose from the list of QuickBooks roles, like Company admin or time tracking only.
Note: Only administrators can manage users.
Add a new role
If you’d like to create a new custom role, you just need to add the role and choose the different areas the role can access.
Go to Settings ⚙, then select Manage users.
Select the Roles tab, then select Add role.
Choose what the user role can access in QuickBooks, then select Next.
Enter a role name and description, then select Save.
If you have business across different locations, you can create a role with different sales access for each. This way, your users can manage sales transactions based on their location.
Once the user accepts your email invite, you can edit the access of the roles you created at any time. Here’s how.
Go to Settings ⚙, then select Manage users.
Select the Roles tab. In the Action column, select Edit.
Select access for a role, then select Next.
Enter a role name and description, then select Save.
Edit a user’s role
Sometimes your user’s roles will change or you may need to allow a user more access. Here’s how to edit a user’s role.
Go to Settings ⚙, then select Manage users.
Select the Users tab, then find the user you want to edit.
Select Edit from the Action column.
Choose from the existing custom or QuickBooks roles. Or select + Add new to create a new custom role.
Review the permissions this role has and select Next.
Enter a role name and description, then select Save.
Reactivate or deactivate a user’s role
You can activate or deactivate a user role if needed. But before you can make a role inactive, you have to assign any associated users to a different role.
Go to Settings ⚙, then select Manage users.
Select the Roles tab, then find the role you want to edit.
In the Action column, select the small arrow▼ next to Edit.
This user can’t receive payments and create weekly timesheets.
This user can’t import a CSV file.
For user without location restrictions
All sales transactions and customers If this user is also responsible for receiving customer payments, we suggest giving them permission to record bank deposits too.
This user can:
Enter estimates, invoices, sales receipts, credit memos, and refunds
Enter charges and credits
Create and delete statements
Receive payments from customers
Fill out timesheets for anyone
Add, edit, and delete customers, products and services
View tax rates and agency settings
Use and adjust tax in sales transactions and general journal entries, including manually overriding calculated tax amounts
Add, edit, and delete currencies
Edit exchange rates
This user can't:
Print cheques (including refunds)
Make bills and purchases billable to customers
Add, edit, and delete accounts and quantity on hand
View bank registers
See total income and expense amounts on Home, Supplier, and Customer pages
Run tax reports or view tax history
Prepare or file a sales tax return or record sales payments
Set up new or change existing tax agencies or settings
Set up multicurrency
Perform home currency adjustments
View all reports
Invoices
This user can only create, edit, and send invoices.
This user has access to all products and services and customers.
This user can’t apply billable time, expenses, or delayed credits and charges with invoice-only access.
Estimates
This user can only create, edit, and send estimates.
This user can access all products and services and customers.
Payroll, employees and contractors, workers' comp and benefits
If you have a payroll subscription, you have to complete prerequisite steps to let your user run payroll. This role will also get access to expenses and lists.
This user can:
Add employees and run payroll
Change payroll schedule
View payroll reports
View paycheque list
Fill out timesheets for anyone
View and edit payroll settings
Pay contractors
This user can't:
View bank registers and bank information
Create journal entries
Enter estimates, bank deposits, invoices, sales receipts, credit memos, and refunds
