Learn about the different options for user roles and access permissions.
When you add a user in QuickBooks Online, you can manage their roles and limit their access to specific tasks. You can also choose what users can see and do within different areas of QuickBooks, like customers and sales, or suppliers and purchases.
Learn more about user roles
QuickBooks user roles are customizable permissions you can give your team. User roles are either billable or non-billable. Billable users count toward your user limit, while non-billable users don’t. Learn more about user limits for your subscription. You can also invite your accountant as a firm user so they can review your QuickBooks company file.
Roles that count toward user limits
Learn more about each billable user role that counts toward your user limits.
The primary admin is the main user who has access to every part of the QuickBooks account. They can manage all users and other admin tasks. By default, the primary admin is the person who initially set up the account.
A company admin has access to every part of the QuickBooks account. They can do everything the primary admin can do, except edit or remove the primary admin's access.
This user can have specific access to areas in QuickBooks Online. This gives you even more control on what they see or do. For example, you can allow a custom user to see only the Bank Deposit screen. Learn more about adding custom users in QuickBooks Online Advanced.
You can set different levels of access for this user. They can work with customers, sales, suppliers, and expenses. These users can enter timesheets, add users, update company info, or manage subscriptions.
Note: The QuickBooks Online app doesn't support standard users at this time.
Roles that don’t count toward user limits
Learn more about the user roles that don't count toward your user limits.
If you have employees or suppliers that need to track time, you can make them a time-tracking-only user. They can only enter timesheets for themselves. And they will only have access to timesheets and time reports.
This user role isn't available to QuickBooks Online accounts that are connected to QuickBooks Time. The time tracking-only user role is removed when QB Time is integrated.
A reports-only user can see all reports, except reports that show payroll or contact info. These users can’t access the audit log.
Reports-only users can create custom reports and add report groups, but can't view the actual transactions.
Standard user role access rights
Primary admins and company admins get all access rights. When you assign the standard user role, QuickBooks lets you choose the user’s access rights. You can choose to give them all access, limited access or none.
When you add a new standard user, you'll see what they can or can't do on the screen. Here's a summary of what the access options allow.
Here's a summary of what the access options allow.
Note: The QuickBooks Online app doesn't support standard users at this time.
This user can have specific access to areas in QuickBooks Online. This lets you be more in control of what they see or do. For example, you can allow a custom user to see only the Bank Deposit screen. Learn more about adding custom users.
When you select Limited access, then select both Customers and Suppliers, the user can:
Enter estimates, invoices, sales receipts, credit memos, refunds, charges, and credits
Create and delete statements
Receive payments from customers
Fill out time sheets for anyone
Add, edit, and delete customers, suppliers, products, and services
View customer registers
View customer and A/R reports
View supplier and A/P reports
Enter bills from suppliers
Pay bills, write and print cheques, and view cheques reports
Make bills and purchases billable to customers
Enter cash and credit card purchases
This user can't:
Add, edit, and delete accounts and quantity on hand
View Account history
See total income and expense amounts on Home, Supplier, and Customer pages
User settings for the standard user role
After you’ve chosen a standard user role’s access rights, you’ll also be able to select their user settings. You can give them permission to manage users, edit company info, or manage subscriptions. Or you can choose a view-only option, or no permission at all.
