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Understand payroll roles and permissions

by Intuit• Updated 3 weeks ago

Know who can access what in your business. This is very important for sensitive things like payroll. Clear roles make sure the right people do the right jobs. This helps stop mistakes and keeps your company's information safe. Permissions show who can view, discuss, or change accounts and reports. 

Here's a look at payroll contact types and their roles in QuickBooks Online Payroll and QuickBooks Desktop Payroll. 

QuickBooks Online Payroll

User roles for Payroll productsRole in your businessProvides authorizationDiscuss/make changes to account Access to payroll reports
Principal officerOwner/authorized signer on payroll bank account and auth formsYesYesYes
Primary admin**Can do everythingYesYesYes
Company adminCan run payroll, add users, and manage payroll info)NoYesYes
Standard user (all access)Limited*NoLimited*Yes
View company reportsAll reports, except the ones with payroll or contact infoNoNoNo
Payroll ContactReceives emails and reminders for payrollNoNoNo

*Depending on the user settings, this person can or can’t manage users, company info, and subscriptions.

**Primary admin is a role in QuickBooks Online for the main payroll contact. Should there be any changes with the payroll contact, this role must be updated or transferred to someone else.

QuickBooks Desktop Payroll

User roles for Payroll productsRole in your businessProvides authorizationDiscuss/make changes to account Access to payroll report
Primary principal or Principal officerOwner/authorized signer on payroll bank account, auth formsYesYesYes
Secondary PrincipalOwner/authorized signer on payroll bank account, auth formsYesYesYes
Payroll administrator or Primary payroll contactPrimary contact for payrollYesYesYes
Other payroll contactAsk general questions about QuickBooksNoNoNo

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