Note:
- Only administrators can manage users. Learn about becoming the primary admin.
- Some fields are read only and are automatically included in a role for your information.
Find out how to add and manage custom roles in QuickBooks Online Advanced.
With custom roles, you can manage user access in QuickBooks and give users only the access needed for their role. Choose what users can see and do within different areas of QuickBooks like banking, sales, payroll, expenses, reports, and stock.
When you set up a new role, you have the option to:
- Create a new role and choose what the role can access.
- Choose a predefined custom role, like Sales Manager or Expense Manager.
- Choose from the list of QuickBooks roles, like Company admin or Time tracking only.
Add a new role
If you’d like to create a new custom role, you just need to add the role and choose the different areas the role can access.
- Go to Settings ⚙, then select Manage users.
- Select the Roles tab, then select Add role.
- Enter a Role name and Role description.
- Select what the user role can access in QuickBooks, then select Save Role.
Create a sales role by location
If you have business across different locations, you can create a role with different sales access for each. This way, your users can manage sales transactions based on their location.
Note: If you haven’t yet, make sure to set up and add a location for your company.
- Go to Settings ⚙, then select Manage users.
- Select the Roles tab, then select Add role.
- Enter a Role name and Role description.
- Select Sales.
- From the All locations dropdown menu, select one or more locations.
- Select what your user can access.
- Select Save Role.
Assign a role to a new user
If you have a new user, you’ll need to add them in QuickBooks and assign a role.
- Go to Settings ⚙, then select Manage users.
- Select Users tab, then select Add user.
- Enter the user’s First name, Last name and Email.
- From the Roles drop-down menu, select the role you want to assign to the user.
- Review the permissions this role has and select Send invitation.
The user will get an email invite and will need to select Let’s go! to sign in.
Note: If your user forgot their password, they can reset their own password.
Assign a custom role to a new user
If you have a new user, you’ll need to add them in QuickBooks and assign a custom role.
- Go to Settings ⚙, then select Manage users.
- Select Users tab, then select Add user.
- Enter the user’s First name, Last name and Email.
- From the Roles, select View all permissions, then assign the custom permissions you want to assign to the user.
- Review the permissions, then select Send invitation.
- You’ll be asked to Create a custom role, since you have used custom permissions.
- Enter the Custom role name and Role description.
- Select Save role.
The user will get an email invite and will need to select Let’s go! to sign in.
Note: If your user forgot their password, they can reset their own password.
Edit access for a role
Once the user accepts your email invite, you can edit the access of the roles you created at any time. Here’s how.
- Go to Settings ⚙, then select Manage users.
- Select the Roles tab. In the Action column, select Edit.
- Select access for a role.
- Enter a Role name and description, then select Save Role.
Edit a user’s role
Sometimes your user’s roles will change or you may need to allow a user more access. Here’s how to edit a user’s role.
- Go to Settings ⚙, then select Manage users.
- Select the Users tab, then find the user you want to edit.
- Select Edit from the Action column.
- Choose from the existing custom or QuickBooks roles.
- Select Save. If you edited permissions after selecting the role, you’ll be asked to save a new custom role. Enter a Role name and description, then select Save Role.
Reactivate or deactivate a user’s role
You can activate or deactivate a user role if needed. But before you can make a role inactive, you have to assign any associated users to a different role.
- Go to Settings ⚙, then select Manage users.
- Select the Roles tab, then find the role you want to edit.
- In the Action column, select
next to Edit, then select Deactivate. - Select Deactivate.
If the user role is already deactivated, select Reactivate. Then select Reactivate Role.
If you need to reduce your users, you can delete them so you won’t reach your usage limit. Learn more about usage limits.
Learn about user roles
Here are the roles you can assign to your users and how they work.
Sales
For user with location restrictions
- This user is limited to the Sales role only.
- This user can’t receive payments and create weekly timesheets.
- This user can’t import a CSV file.
For user without location restrictions
User only view and operate on sales transactions that belong to the location assigned.
All sales transactions and customers
If this user is also responsible for receiving customer payments, we suggest giving them permission to record bank deposits too.
This user can:
- Enter estimates, invoices, sales receipts, credit notes, 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
- 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:
- 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 expense amounts on Home, Supplier, and Customer pages
- Run tax reports or view tax history
- Prepare or file a sales tax return or record sales payments
- Set up new or change existing tax agencies or settings
- Set up multicurrency
- Perform home currency adjustments
- View all reports
Invoices
- This user can only create, edit, and send invoices.
- This user has access to all products and services and customers.
- This user can’t apply billable time, expenses, or delayed credits and charges with invoice-only access.
Estimates
- This user can only create, edit, and send estimates.
- This user can access all products and services and customers.
Expenses
All expense transactions and suppliers
This user can:
- Enter bills from suppliers
- Enter cash and credit card purchases
- Pay bills, write cheques, and view cheque detail reports
- Print cheque (except refunds)
- Add, edit, and delete suppliers, products and services
- View tax rates and agency settings
- Edit VAT in purchase, credit card, and banking transactions
- Prepare or complete a VAT or CIS return.
- Add, edit, and delete currencies
- Edit exchange rates
This user can't:
- Add, edit, and delete accounts and quantity on hand
- View bank registers
- Set up new tax agencies or change tax settings
- Set up multicurrency
- Perform home currency adjustments
- See total income and expense amounts on home, supplier, and customer pages
- View all reports
Cheques
This user can:
- Write, print and order cheques
- Create transactions through cheques
- View, copy, edit, and void cheques
- View cheque and bill payment (cheque) transactions in expenses
- View suppliers page
This user can’t:
- View or update details of Bill Payment (cheque) records
- View the sidebar on the create cheque page to link it to an existing bill
- View other transaction types under expenses
- Update Supplier details
- Make a supplier inactive
Bills
This user can:
- Create bills
- Order cheques
- Create transactions through bills
- View, copy, edit, and void bills
- View records with type as bill under expenses
- View suppliers page
This user can’t:
- Pay bills
- View other transaction types under expenses
- Update Supplier details
- Make a supplier inactive
Bookkeeping
All bookkeeping access
This user can:
- Access all banking transactions. This role also gets access to sales, expenses, and lists.
- Connect a bank or credit card to bring in transactions (only if the admin created an account in Chart of Accounts).
- Create a new rule and edit existing rules.
- Upload and export receipts.
- Set up receipt forwarding.
- View bank registers (current, savings, and credit cards only).
- Add, match, and record transactions.
- Create, edit, and delete bank deposits.
This user can't:
- View Chart of Accounts.
- Edit bank registers.
- Create a journal entry.
- View Reconcile, Budgeting, and Audit Log.
- Adjust stock.
- View all reports.
Bank deposit
This user can:
- Create bank deposits.
- Order cheques.
This user can't:
- Connect a bank account or credit card.
- View banking transactions.
- View and edit bank registers.
- View rules and receipts.
- Access other sales or expense transactions.
Bank transactions
This user can:
- Access to all banking transactions. This role will also get access to sales, expenses, and lists.
- Create a new rule and edit existing rules.
- View bank registers (checking, savings, and credit cards only).
- Add, match, and record transactions.
- Create, edit, and delete bank deposits.
This user can't:
- View Chart of Accounts.
- Connect a bank or credit card to bring in transactions.
- Edit bank registers.
- Create a journal entry.
- View Reconcile, Budgeting, and Audit Log.
- Adjust stock.
- View all reports.
Stock
Stock Management
This user can:
- View and edit existing Product and Services list
- Manage categories
- Adjust stock
- View existing stock asset account, income account, and expense account
- View and update supplier details
This user can’t :
- Add new stock asset account, stock adjustment account, income account, or expense account
- Run report
- Do batch actions for Email and Pay bills
- Create new transactions for a supplier
Payroll
If you have a payroll subscription, you have to complete prerequisite steps to let your employee run payroll.
All payroll access
This user can:
- Add employees and run payroll.
- Change payroll schedule.
- Access to all expense transactions and supplier lists.
- View payroll reports.
- View payroll payment list.
- Fill out timesheets for anyone.
- View and edit payroll settings.
- Pay contractors.
This user can't:
- View bank registers and bank info.
- Create journal entries.
- Enter estimates, bank deposits, invoices, sales receipts, credit notes, and refunds.
- View all reports (except payroll).
- Set up multicurrency.
- Perform home currency adjustments.
Reports
Sales and customer reports
This user can view common sales and customer reports, such as:
- Sales Performance
- Product/Service List
- Terms List
Note: This doesn't include access to advanced reports or company financial reports, like Balance Sheet and Profit and Loss.
Expense and supplier reports
This user can view common sales and customer reports, such as:
- Accounts Payable
- Bill Payment List
- Supplier Balance
- Cheque Detail
- Expenses by Supplier Summary
- Purchases by Product/Service Detail
- Purchases by Supplier Detail
- Transaction List by Supplier
- Supplier Contact List
Note: This doesn't include access to advanced reports or company financial reports, like Balance Sheet and Profit and Loss.
Account Management
Custom roles can’t be saved with account management access only. You need admin or user management permissions in order to create new custom roles.
Edit company info
This user can make changes to your company name, type, contact info, and address.
Access subscription
This user can either view or manage your company’s subscription in QuickBooks.
