cancel
Showing results for 
Search instead for 
Did you mean: 
Highlighted
Intuit
25 helpful votes

Learn about user types in QuickBooks Online

Learn about the different user types and levels of access in QuickBooks Online.

QuickBooks allows you to add a user in just a few steps. Give employees specific access to features and more.

You can change or remove a user's access at any time. To manage users in QuickBooks Online, go to the Settings ⚙ icon and select Manage Users.

Tip: Save time on travel to your accountant's office. Add an accountant user and work on your books together from different locations.

User types by QuickBooks Plan

The number of users you can have depends on your QuickBooks plan.

EasyStart 1 billable user + 2 accounting firms
Essentials 3 billable users + 2 accounting firms
Plus 5 billable users + 2 accounting firms

Types of billable users

Billable users count toward the user limit on your QuickBooks plan.

Master admin

The master admin has access to every feature in QuickBooks. Intuit only sends billing reminders to this user's email.

There’s only one master admin per company. By default, it’s the person who set up your QuickBooks account.

If you need to assign a new master admin, you can transfer the role.

Company admin

A company admin can see and do everything except edit or remove your master admin's access.

Accounting firms

You can invite your accountant to your QuickBooks company. They'll have the same rights as an admin so you can work together seamlessly.

Standard user

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.

Learn what a standard user can and can't do. Here's a detailed look at the different levels of access.

Note: QuickBooks Online mobile app for iOS and Android doesn't support standard users at this time.

This user can see and do everything with:

  • Customers and sales
  • Suppliers and purchases

They can also:

  • Add, edit, and delete employees
  • Add, edit, and delete payroll transactions
  • Change preferences
  • View activity log
  • Create, edit, and delete budgets
  • Add, edit, and delete accounts
  • Make deposits and transfer funds
  • Reconcile accounts and make journal entries
  • View all reports
  • Turn on sales tax (GST/HST, PST, and QST) for the company
  • Change the setup for existing sales tax information
  • Make sales tax adjustments and file sales tax returns
  • Set up multicurrency
  • Perform home currency adjustments

This user can:

  • Enter estimates, invoices, sales receipts, credit memos, and refunds
  • Enter charges and credits
  • Create and delete statements
  • Receive payments from customers
  • Add, edit, and delete customers, products, and services
  • View customer registers and A/R reports
  • 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:

  • 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 a return, record a tax payment or refund, or file taxes
  • Set up new or change existing tax agencies or settings
  • Set up multicurrency
  • Perform home currency adjustments

This user can:

  • Enter bills from suppliers
  • Enter cash and credit card purchases
  • Pay bills, write cheques, and view cheque detail reports
  • Add, edit, and delete suppliers, products, and services
  • View supplier and A/P reports
  • View tax rates and agency settings
  • Use and adjust sales tax in purchase, credit card, and banking transactions, including manually overriding calculated sales tax amounts
  • Run tax reports or view tax history
  • Prepare a return, record a tax payment or refund, or file taxes
  • Add, edit, and delete currencies
  • Edit exchange rates

They can't:

  • Add, edit, and delete accounts and quantity on hand
  • View account histories
  • Set up new or change existing tax rates, tax method, or agency settings
  • Set up multicurrency
  • Perform home currency adjustments
  • See total income and expense amounts on Home, Supplier, and Customer pages

This user 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

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

This user can’t use any of the accounting features in QuickBooks. They can submit timesheets.

Types of nonbillable users

Reports only user

They can see all reports except the Audit log. They can create custom reports and add report groups. But they can’t view the actual transactions. They can't see reports that show contact info.

Time tracking only user

You can invite employees or suppliers as time tracking only users. They can only enter their timesheets. Their only access is to see timesheets and time reports.

Was this helpful?

You must sign in to vote, reply, or post