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User roles and access rights in QuickBooks Online

by Intuit•52• Updated 1 month ago

Learn about the different options for user roles and access permissions.

When you add a user in QuickBooks Online, you can manage their roles which will help you limit their access to specific tasks and data within QuickBooks Online.

Note: The QuickBooks Online mobile app supports admin and standard all access role users. Users with other roles will need to use the web version instead.

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.

Note: Users with non-admin roles can't add, edit, or delete admin users if they have been assigned access to manage users.

Learn more about the different user roles available in QuickBooks Online.

Role name	Billable (count toward user limit) or Non-billable	Access details
Primary admin	Billable	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. If you need to assign a new primary admin, you can transfer the role to another user.
Company admin	Billable	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.
Standard all access	Billable	Users added to this role can access everything under customers and sales as well as suppliers and purchases. They can also: • Add, edit, and delete employees • Change preferences • View activity log • Create, edit, and delete budgets • Add, edit, and delete accounts • View and categorize online bank feeds • Make deposits and transfer funds • Reconcile accounts and make journal entries • View all reports • Manage sales tax data and settings • Access and manage aspects of currency and multicurrency • Manage payroll if QuickBooks Online payroll is enabled
In house accountant	Billable	Note: This role was earlier called the ‘Standard all access without payroll’ role. It was renamed in May 2024. Users added to this role can access all bookkeeping and accounting tools as well as financial reports. They can’t access payroll and can’t do admin tasks like managing users. They can access everything under customers and sales as well as suppliers and purchases. They can also: • View activity log • Create, edit, and delete budgets • Add, edit, and delete accounts • View and categorize online bank feeds • Make deposits and transfer funds • Reconcile accounts and make journal entries • View all reports except payroll reports • Manage sales tax data and settings • Access and manage aspects of currency and multicurrency
Accounts receivable manager	Billable	Note: This role was earlier called the ‘Standard limited customers only’ role. It was renamed in May 2024 and updated to have access to record bank deposits. Users added to this role can see and do everything with sales, customers, and accounts receivable (A/R) reports. They 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 • Enter bank deposits • View customer and A/R reports • View tax rates and agency settings • Use and adjust sales tax in sales transactions and general journal entries (i.e. manually overriding calculated tax amounts) • Add, edit, and delete currencies • Edit exchange rates • Add, edit, and delete projects • Add invoices, time, project estimates, and receive payments to projects They 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 expenses on Home, Supplier, and Customer pages • Prepare and file a sales tax return and record sales payments • Set up multicurrency • Perform home currency adjustments • Add expenses, bills, and purchase orders to projects
Accounts payable manager	Billable	Note: This role was earlier called the ‘Standard limited suppliers only’ role. It was renamed in May 2024. Users added to this role can see and do everything with expenses, suppliers, and accounts payable (A/P) reports. They can: • Enter bills from suppliers • Enter cash and credit card purchases • Pay bills, write cheques, and view cheque detail reports • Print cheques (except refunds) • Add, edit, and delete suppliers, products, and services • View supplier and A/P reports • View tax rates and agencies • Use/adjust sales tax on purchase, card, and banking transactions, including overriding calculated sales tax amounts) • Run tax reports or view tax history • Prepare and file sales tax returns and record sales tax payments • Add, edit, and delete currencies • Edit exchange rates They can't: • Add, edit, and delete accounts and quantity on hand • View bank registers • Set up new tax agencies or change tax settings or change existing tax rates, tax methods, or agency settings • Set up multicurrency • Perform home currency adjustments
Standard no access	Billable	This user can't use any of the accounting features in QuickBooks Online. They can only submit timesheets.
Standard limited customers and suppliers	Billable	Note: This role is discontinued and is not available to assign to new users since May 2024. However, for existing users who have been assigned this role, the role will continue to function as before. Users added to this role can see and do everything with Customers and Sales, and Suppliers and Purchases. They can: • Enter estimates, invoices, sales receipts, credit memos, refunds, charges, and credits • Create and delete statements • Receive payments from customers • Fill out timesheets 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 cheque reports • Make bills and purchases billable to customers • Enter cash and credit card purchases • Add, edit, and delete projects • Add invoices, expenses, bills, time, purchase orders, project estimates, and receive payments to projects They can't: • Add, edit, and delete accounts and quantity on hand • View bank registers • See total income and expense amounts on Home, Supplier, and Customer pages
Custom user	Billable	Custom roles allow you to create your own roles and define access to specific areas in QuickBooks Online. This gives you even more control over what your team can see or do. Learn more about adding customer users in QuickBooks Online Advanced.
Sales manager	Billable	Users added to this role have access only to sales transactions and customers. This role is available only in QuickBooks Online Advanced.
Expense manager	Billable	Users added to this role have access only to expense transactions and suppliers. This role is available only in QuickBooks Online Advanced.
Inventory Manager	Billable	Users added to this role have access only to inventory and suppliers. This role is available only in QuickBooks Online Advanced.
Payroll manager	Billable	Users added to this role have access only to payroll, expenses and payroll reports. This role is available only in QuickBooks Online Advanced.
View company reports	Non-billable	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.
Track time only	Non-billable	Suitable for employees or suppliers that need to track time. They can only enter timesheets for themselves, and 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 QuickBooks Time is integrated. Learn how to enter suppliers you need to track time for.
Track time and submit expense claims	Non-billable	Users added to this role can add their own timesheets and send expense claims.
Expense submitter	Non-billable	This role can be used for employees who only need to submit expense claims. This role is available only in QuickBooks Online Advanced.

QuickBooks Online Payroll roles

The following roles are available only when you subscribe to QuickBooks Online Payroll.

Role Name	Billable	Access details
HR manager	Billable	Users added to this role can see and do everything with Payroll and Time. They can: • Add, edit, delete employees • Run payroll and view payroll reports • Approve timesheets • Manage benefits They can't: • Manage users • View expenses, sales, banking, and company financials

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