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Add clients to QuickBooks Online Accountant

by Intuit•11• Updated 2 weeks ago

Learn how to add clients to your firm.

Getting a new client is great. Connecting to clients through QuickBooks makes doing their bookkeeping even easier. Add them to your firm so you have their info. You can also make direct edits to clients' accounts directly if they invite you to be their accountant.

Here's how to add clients who already have QuickBooks Online or Self-Employed. We'll also show you how to add clients who are brand new to QuickBooks.

If your client already has QuickBooks Online or Self-Employed, ask them to invite you to become their accountant:

  1. Ask your client to send the invite to the email address you use for your QuickBooks Online Accountant firm.
  2. Open the invite email and select the Accept Invitation link.
  3. Sign in with your user ID and password.
  4. If you have multiple QuickBooks Online Accounting firms, select the one you want to connect your client to.

When you accept the invite, QuickBooks connects their accounts to your firm and adds them to your client list. You can now review and make edits to their books.

If you can't connect, don't worry. Here's what to do if you can't accept their invitation.

Transfer clients with existing QuickBooks subscriptions to your ProAdvisor Preferred Pricing plan

Transfer clients with existing QuickBooks subscriptions to your wholesale discount plan

If a client wants to become part of your ProAdvisor Preferred Pricing plan but already pays for their subscription, follow these steps to transfer their subscription.

If a client wants to become part of your wholesale discount plan but already pays for their subscription, follow these steps to transfer their subscription.

If a client wants to become part of your wholesale discount plan but already pays for their subscription client must first select the "Allow billing transfer to your accountant" link.

The Primary Admin can follow these steps in their QuickBooks Online company:

  1. Go to Settings Settings gear icon. and select Account and settings.
  2. Select the Billing & subscription, then Allow billing transfer to your accountant link.
  3. Select the name of the accounting firm you want to transfer billing to.
  4. Once done, select Allow transfer.

Note: Once the client gives you permission, you have two days (48 hours) to finish the transfer.

Once the client has provided permission, follow these steps to transfer their subscription.

Keep in mind if your client has the following product attached to their QuickBooks Online subscription, you can't add it to your wholesale discount plan:

  • QuickBooks Time
Please note that the ability to add clients from QuickBooks Time onto your wholesale discount plan will become available soon.

Note: If your client has the following products, active or cancelled, attached to their QuickBooks Online subscription, you can't add them to your ProAdvisor Preferred Pricing program:

  • QuickBooks Live Bookkeeping
  • QuickBooks Online Contractor Direct Deposit
  • FormFly

You can add clients to your wholesale discount plan and subscribe to QuickBooks for them. This lets you pick the products that best fit their needs. Learn more about wholesale discount.

  1. In the QuickBooks section, select Wholesale discount (we bill your firm) to add your client to your wholesale discount plan.
  2. Review the available QuickBooks and payroll products in each section. Important: If your client needs a payroll product, it must also be part of your wholesale discount plan. They can't purchase and pay for their payroll plan on their own.
  3. Select the products you want to subscribe your client to.
  4. If you also plan to do admin work for your client, select the Make me the primary admin checkbox.
  5. When you're ready, select Save.

QuickBooks connects their accounts and adds them to your client list. You can now review and make edits to their books.

If you have any clients without a subscription plan and you want to subscribe to QuickBooks for them by selecting a wholesale discount plan that best fits their needs:

  1. Go to the Clients menu.
  2. Select Edit client for the client for whom you want to add a subscription plan.
  3. Select team members in your firm who can access your client.
  4. Select Subscription.
  5. Select Wholesale discount (we bill your firm).
  6. Select a suitable plan and select Save.

You can also give clients a direct discount and let them handle their own billing and subscription.

Note: Your client will need to add their payment information before the 30-day trial period ends to continue using the discount.

  1. In the QuickBooks section, select Direct discount (we bill your client). This gives your client a discount, but they will pay for their own subscription to QuickBooks.
  2. If you also plan to do admin work for your client, select the Make me the primary admin checkbox.
  3. When you're ready, select Save.

QuickBooks connects their accounts and adds them to your client list. You can now review and make edits to their books.

If you have any clients without a subscription plan and you want to offer them a direct discount and let them handle their own billing and subscription:

  1. Go to the Clients menu.
  2. Select Edit client for the client for whom you want to add a subscription plan.
  3. Select team members in your firm who can access your client.
  4. Select Subscription.
  5. Select Direct discount (we bill your client).
  6. Select a suitable plan and select Save.


Even if your client doesn't have QuickBooks, add them to your firm so all of your clients' info is in one place:

  1. In QuickBooks Online Accountant, go to the Clients menu.
  2. Select Add client.
  3. Select Business or Individual.
  4. Enter your client's info.
  5. In the Products section, select No subscription.
  6. When you're done, select Save.
  1. In QuickBooks Online Accountant, go to the Clients menu.
  2. Select Add client.
  3. Select Business or Individual.
  4. Enter your client's info.
  5. In the Product subscription section, select No subscription needed.
  6. When you're done, select Save.

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