Change your team's admin access in QuickBooks Online Accountant

Learn how to change user permissions for firm info and client companies.

Accountants can manage team members’ access to their clients using roles based access. Manage and customise employee access to the firm’s books with more permissions to decrease the risk of viewing sensitive info. Also restrict actions to specific employees within the firm.

Or, if you need to add, edit, or remove team members, learn how to manage users of your firm.

Here's how to change permissions so each team member has the access they need for their role.

Change your team's access to firm info

1. Sign in to QuickBooks Online Accountant as an admin, or a user with full access permissions.
2. Go to the Team menu.
3. Find the team member and select Edit in the Action column.
4. In the Roles section, select the dropdown ▼ to select a pre-defined or a custom role.
5. (Optional) In case of custom roles,
   1. To grant or deny more granular access to firm features, select an option, such as Sales, Expenses, Inventory, or Payroll to expand access controls.
   2. Select or uncheck View, Create, Edit, and Delete capabilities as needed.
6. When you’re done, select Save changes.

See more info about user roles and access in QuickBooks Online and custom firm roles in QuickBooks Online Accountant.

Change your team's access to client's books

You can assign specific roles to any team members and limit what they can do in the client's books.

You can choose the clients each team member can do bookkeeping for:

1. Sign in to QuickBooks Online Accountant as an admin, or a user with full access permissions.
2. Go to the Team menu.
3. Find the team member and select Edit in the Action column.
4. In the Access to clients section, select Edit client access.
5. Select or uncheck the boxes before the client names to grant or deny bookkeeping access for this team member.
6. Select Save changes.

This gives them full admin access to manage the client's QuickBooks accounting data. If your team member needs more access, here's how to transfer the primary admin role.

Predefined roles for QuickBooks Online Plans

You can assign team members any role to access any given client's books, regardless of their QuickBooks Online subscription or additional QuickBooks attach offerings they may have (Bill Pay, Payroll, etc).

Any permissions a role grants a team member beyond what the client's subscriptions includes will have no affect. For example, if your client is subscribed to QuickBooks Ledger, with no other QuickBooks products, and you assign a team member the Bill Payer role for this client, the role won't give the team member any access to the client, as the role has no overlap with QuickBooks Ledger.

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