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Add and manage users in QuickBooks Online

by Intuit Updated 4 days ago

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

You can add users to help with your company's operations and bookkeeping, and 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. Select Settings ⚙, then select Manage users.
  2. Select Add user, then enter the user’s name and email address.
  3. Select the Roles ▼ dropdown, then select the role you want to assign to the user.
  4. Review the features this role gives access to. You can expand each section.
  5. Select the Account management settings you want to manage (if applicable for the chosen role).
    Note: If you select View all permissions, you’ll be able to review the list of features the user will not have access to.
  6. Select Send invitation.

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 linked to 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 roles or permissions

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

  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 role from the Roles ▼ dropdown.
    • Select the user settings you want to manage, if applicable.
  3. Select Save.
  4. Ask the user to sign out and sign in again to QuickBooks Online to see the updates.

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

Some users may see a single page view to define roles, which provides more details on features users can access. This experience will eventually be available to all, but for now, is limited to a few. 

Add a new user

  1. Select Settings ⚙, then select Manage users.
  2. Select Add user, then enter the user’s name and email address. 
  3. Select the Assign Role dropdown then select the role you want to assign to the user. 
  4. Review the features this role gives access to. You can expand each section.
  5. Select the Account management settings you want to manage (if applicable for the chosen role)
    Note: If you select View all permissions, you’ll be able to review the list of features the user will not have access to.
  6. Select Send invitation.

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

Manage user role or permissions

  1. Select Settings ⚙.
  2. Select Manage users.
  3. Find the user you want to edit. Then select Edit in the Action column.
    Note: You can change the user role from the assign role dropdown. 
  4. Select the account management settings you want to manage. 
  5. Select Save.
  6. Ask the user to sign out and sign in again into QuickBooks Online to see the updates.

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 ⚙, then select Manage users.
  2. Select the ellipsis icon on the user you want to delete, then select Delete.
  3. Select Delete user from the pop-up window to confirm.

FAQs

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 isn't 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 QuickBooks Online Accountant

  1. Select an email address that they don't have connected to any QuickBooks Online account or create a new email account (such as a Hotmail or Gmail account).
  2. Send an invite from the Team menu in QuickBooks Online Accountant.
  3. Once the invite has been accepted, sign in to 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 QuickBooks Online Accountant and delete the original user.

Step 2: Delete accountant user

  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.

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