Manage client licences in QuickBooks Online Accountant

QuickBooks Online Accountant licences allow you to manage your clients' QuickBooks subscriptions. Learn how to view, rename, assign team access, set up, invite clients to, and add new licences within your QuickBooks Online Accountant account.

View your QuickBooks Online client licences

To see the details for all client licences associated with your account, including expiry dates and assigned users:

Follow this link to complete the steps in product

You can see all of the client licences associated with your account.

Rename a QuickBooks licence

Update the business name (customer-facing) or display name (firm-facing) associated with a client licence.

1. Follow this link to complete the steps in product
2. Find the licence you want to rename and select Edit client.
3. In the Business name field, enter the new company name. This name appears on transactions sent to clients, like invoices.
   • Note: To change the company file name itself, go to Account and settings.
4. In the Display name field, enter a name for the licence. This name appears in your client dashboard and reports and is only visible to your firm.
5. Verify the client's email address is correct for licence information and QuickBooks Online emails.
6. Enter or edit other client information if needed.
7. Select Save.

Grant team members access to a QuickBooks licence

Ensure your team members are added to your QuickBooks Online Accountant firm before assigning them access to specific client licences.

• Learn how to add and manage team members.
• You can change your team's access permissions if a team member needs different access to a client or requires more administrative tasks.

Set up a client's QuickBooks Online account

Prepare a client licence and set up the basic company information for your client's QuickBooks Online account.

1. Follow this link to complete the steps in product
2. Select the QuickBooks icon next to the licence you wish to set up.
   • Tip: Hover over the QuickBooks icon to view the licence's subscription level.
3. Enter your client's company information.
4. Select the client's business type to help set up their chart of accounts and available QuickBooks options.
5. Select Next.
6. Choose the intended actions within QuickBooks.
7. Select All set. You will be directed to the client's QuickBooks account.

Invite a client to use their QuickBooks Online account

Once the licence is set up, invite your client to access and use their QuickBooks Online account.

1. Select the Gear icon ⚙.
2. Select Manage users.
3. Select the Users tab.
4. Select Add user.
5. Choose the user type (e.g., Standard User, Company Administrator).
6. Select the desired access level, then select Next.
7. Choose the appropriate user settings, then select Next.
8. Enter the client's name and email address.
9. Select Save.

Add a new QuickBooks licence

If you need to add a licence for a new client:

1. Navigate back to your Accountant dashboard by selecting the QuickBooks Accountant icon in the navigation menu.
2. Go to Clients.
3. Select Add client.
4. Enter the client's information.
5. Select the QuickBooks product subscription type.
   • Tip: Refer to the product comparison page to help decide.
6. If you want to be the primary admin for this licence, select the Make me the Primary Admin checkbox.
7. Select Save.

Downgrade a client's QuickBooks subscription

You can downgrade a client's QuickBooks subscription. To downgrade from Essentials to Simple Start, you must first make the client the primary admin.