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Manage custom roles in QuickBooks Online Accountant

by Intuit• Updated 2 weeks ago

Learn how to add and edit custom roles in QuickBooks Online Accountant.

Create and assign custom roles to your team members. This lets you grant access to your firm's and clients’ books and protect sensitive areas at the same time.



Add a new role

  1. Follow this link to complete the steps in product Open this link in a new window
    Tip: Learn more about access levels for your accounting team.
  2. Select the Roles tab.
  3. Select Client roles to create a new role for accessing clients’ books, or select Firm roles to create a new role for accessing the firm’s books.
  4. Select Add role.
  5. Name the role and add a description (optional).
  6. Select one or more of the following options to setup access:
    • Sales
    • Expenses
    • Inventory
    • Lists
    • Bookkeeping
    • Accounting
    • Budgets
    • Payroll
    • Reports
    • Account management
    • Time tracking
    • Commerce
    • GoPayments app
    • Pro Tax Return Access
    • Pro Tax EFILE
      Note: Options vary based on your selection of either Client roles or Firm roles on Roles tab. 
  7. Select or uncheck View, Create, Edit, and Delete as needed.
  8. Select Save Role.

Note: If you selected Firm roles, you can add a user from the message that appears after you create a role.

  1. Select Add User.
  2. Enter the user’s name, and email address.
  3. Select Add user.


Edit or deactivate a role

Edit a role

  1. Follow this link to complete the steps in product Open this link in a new window
  2. Select the Roles tab.
  3. Select Client roles or Firm roles.
  4. Find the role, then select Edit from Dropdown arrow icon. dropdown.
  5. Make changes as needed.
  6. Select Save Role.

Deactivate a role

  1. Follow this link to complete the steps in product Open this link in a new window
  2. Select the Roles tab.
  3. Select Client roles or Firm roles.
  4. Find the role, then select the Dropdown arrow icon. dropdown.
  5. Select Deactivate, then select Deactivate again.

Note: You can delete a role or restore a deactivated role.

  • To delete the role completely, find the role, then select Delete. Select Delete again to confirm. This action can’t be undone.
  • To restore a deactivated role, find the role, select the Dropdown arrow icon. dropdown then select Reactivate. Select Reactivate again to confirm. 


Assign users to roles

After you create a custom role, you can edit your team members to assign them to it.