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Skellytonne
Level 3

Restricting users from seeing balance sheet, payroll and financial statements

Hello. We are currently subscribed to Quickbooks Online Plus. We want to clarify if Limited Standard Users, whether it be Customer, Supplier, or both, have access to reports such as Balance Sheet, Profit and Loss, and Payroll? Otherwise, what Quickbooks software offers such features?

 

We want the user restriction wherein the employees, especially the lower-level ones, do not have access to this information as it's highly classified.

 

TIA.

5 Comments 5
SarahannC
Moderator

Restricting users from seeing balance sheet, payroll and financial statements

Hello there, @Skellytonne. Welcome to QuickBooks Community!

 

I'd like to provide some details about controlling user rights in QuickBooks Online.

 

A Standard user with limited access will not be able to view all reports including the Profit and Loss report. This user can only access accounts receivable and accounts payable reports. 

 

QuickBooks listed what users can and can't do when choosing access right for them. Also, we're unable to eliminate specific access, such as editing details from sales transactions. If you consider inviting them as Report only users, they can see all reports, except ones that show payroll or contact information.

 

You can read through these articles. Each of them provides details about user types and permissions in QBO:

 

 

Let me know if you have other questions about QuickBooks. I'll be right here to provide the details you need. Take care and stay safe.

Skellytonne
Level 3

Restricting users from seeing balance sheet, payroll and financial statements

To clarify, are the A/R and A/P balance the only reports that a limited user can have? I have read from other forums that Standard Users with limited access can have access to the contact information and sensitive information about the employees. Moreover, thru digging, they can also access the Payroll report as well.

 

I have taken interest in Quickbooks Desktop Premier (QBD-P) as it seems to have a more flexible users management compared to QBO. With that in mind, my questions are as follows:

 

1) It says one of its features is to connect 5 concurrent users. When it says it's sold separately, does that mean that if we avail of the product alone for the annual year of $699, it doesn't include the users yet? Is there a way to increase the # of concurrent users to more than 5 w/o going to Enterprise?

 

2) Does QBD-P have a feature wherein users can only CREATE items such as estimates, invoices, etc. and NOT have access to ANY report at all?

Fiat Lux - ASIA
Level 15

Restricting users from seeing balance sheet, payroll and financial statements


@Skellytonne wrote:

1) It says one of its features is to connect 5 concurrent users. When it says it's sold separately, does that mean that if we avail of the product alone for the annual year of $699, it doesn't include the users yet? Is there a way to increase the # of concurrent users to more than 5 w/o going to Enterprise?

 

2) Does QBD-P have a feature wherein users can only CREATE items such as estimates, invoices, etc. and NOT have access to ANY report at all?


 

@Skellytonne 

QB Desktop offers more features to manage user profiles than QB Online. You may also deploy a private cloud to let remote users access your file by internet connection, if required.

 

You mentioned QB Desktop for 5 users. Afaik, most users in Singapore prefer using QB Desktop CA version and it only offers a license for up to 4 users. You should consider using QB Desktop Premier US version to manage up to 5 users concurrently. If you have more than 5 users and not interest to use QB Desktop Enterprise, you may consider using QB Desktop (Premier) Accountant for 10 users with a one time license. You have to manage your team to access the same file in turns as a workaround.

Skellytonne
Level 3

Restricting users from seeing balance sheet, payroll and financial statements

Thank you for providing your insight regarding Quickbooks Desktop. I'm interested it in primarily to ensure that any classified information and reports cannot be accessed by entry-level employees. I'm curious if increasing the # of users would increase the monthly/yearly subscription?

 

Fiat Lux - ASIA
Level 15

Restricting users from seeing balance sheet, payroll and financial statements


@Skellytonne wrote:

I'm interested it in primarily to ensure that any classified information and reports cannot be accessed by entry-level employees. 

 


@Skellytonne 

Intuit doesn't offer the trial license for QBD US Premier nor QBD US Accountant. You should install the trial license of QBD 2021 US Pro to explore the user management feature.

 


@Skellytonne wrote:

I'm curious if increasing the # of users would increase the monthly/yearly subscription?

 


Intuit only offers the subscription license for this edition on their site.

https:// quickbooks.intuit.com/accountants/products-solutions/accounting/desktop/#ssp_aag_pricing_section

 

You may purchase the one time license of it (no renewal) thru a partner. Contact us in private for details.