QuickBooks HelpQuickBooksHelpIntuit

Add and manage users in QuickBooks Online

SOLVEDby QuickBooks367Updated 1 week ago

Learn how to add, manage, or delete user profiles.

Add users to help with your company's operations and bookkeeping. Customise each role and provide individual permissions for specific tasks. You can also give your accountant access to review your QuickBooks company.

Your subscription level determines how many users you can add. Certain roles don't count toward your user limit, like Reports or Time tracking only.

Note: Only users with the right permissions can manage user profiles in QuickBooks Online. If you need to, here's how to change the primary admin for your company.

Add a QuickBooks Online user

Step 1: Invite your new user

  1. Go to Settings ⚙ and select Manage users.
    Note: If you can’t select this, you don’t have permission to manage other users. Contact an admin user for help.
  2. Select Add user.
  3. Select a user type, then select Next. More options will appear on the next screen depending on the user type you select.
  4. Select the access rights for the user, then select Next.
  5. Select the user settings, if applicable, then select Next.
  6. Enter the user’s name and email address, then select Save.

Seeing a user limit?

If you see a user limit message, it’s because QuickBooks Online has a maximum number of users depending on your subscription. Learn about limits and what you can do to add a user.

Step 2: Have your user accept the invite

New users receive an invite to join the company. Ask them to select the Let’s go! link in the email. They can create a new Intuit Account or just sign in if they already have one.

Note: If your user sees a sign-in page and isn't sure why, it’s because their email address is already used with an Intuit Account. This could be for a different product. It’s fine for them to sign in with that email address if it’s theirs. If they’re not sure how, they can select I forgot my user ID or password.

Manage user role or permissions

  1. Go to Settings ⚙ and select Manage users.
  2. Find the user you want to edit, then select Edit in the Action column.
    • You can change the User type ▼.
    • Select the user settings you want to manage (if applicable).
  1. Select Save.
  2. Ask the user to sign out and sign in again into QuickBooks Online to see the updates.

You can't edit the Time tracking only roles. Instead, delete them, then add them again with the correct role.

If you have QuickBooks Online Advanced, here's how to manage user access

Delete a user

When you delete a user it’s permanent. But you can still view their history in the audit log.

  1. Go to Settings ⚙ and select Manage users.
  2. Find the user you want to delete. Then select the arrow icon ▼ in the Action column.
  3. Select Delete.
  4. In the confirmation window, select Delete again.


Frequently asked questions about adding, deleting, and changing user access.

Sometimes invitations can get misplaced. First, have the user check their junk folder. If the invitation is not in their junk folder, get them to add Intuit's service email addresses to their email's list of accepted senders.

It depends on your subscription. For more information on user limits, see How many users can I set up?

Yes, invitations expire after 48 hours.

We can fix this! Do not resend the invitation if it has expired. Instead, delete the user and add them again. When you add the user again, a new invitation will be sent.

Follow the steps above to delete and add a user.

QuickBooks Online uses the browser cache and cookies to run faster. Sometimes, these can also block web pages from loading. If you're experiencing issues when you add a user, clear your cache and cookies.

If a user is added in QuickBooks as an accountant, they'll need to disconnect the connection between the accounts and the email used.

Step 1: Correct the data in the QuickBooks Online Accountant company

  1. Select an email address that they don't have connected to any QuickBooks Online account or create a new email (you can use hotmail, gmail, yahoo, and so on).
  2. Send an invite from the Team menu in the QuickBooks Online Accountant.
  3. Once the invite has been accepted, sign in to the QuickBooks Online Accountant as the original user, and transfer the primary admin role to the new user.
  4. Once the new user accepts the invite, sign in to the QuickBooks Online Accountant and delete the original user.

Step 2: Correct the data in the QuickBooks Online account

  1. Go to Settings ⚙ and select Manage users.
  2. Select the Accounting firms tab.
  3. Find the Accountant's name, then select Delete in the Action column.
  4. Select Delete to confirm.

Note: Your QuickBooks Online account will still be active but this will not show up when you sign in with the original email address.

Was this helpful?

You must sign in to vote, reply, or post
QuickBooks Online EssentialsQuickBooks Online PlusQuickBooks Online Simple Start

Sign in for the best experience

Ask questions, get answers, and join our large community of QuickBooks users.

More like this