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Intuit

What are the different levels of access for firm users?

Within QuickBooks Online Accountant, Firm Owners (and users with the appropriate administrative access) can specify the access of other users within the firm.

 

The three levels of access within QuickBooks Online Accountant

Access, for any user, is broken down into the following three categories:

  • Full Access
  • Basic Access 
  • Custom Access

Within each category, there are settings that can be modified to provide the desired access for the user.

Note: When any setting is modified, outside of what is set by selecting Full or Basic access, the access level will be changed to Custom.

 

FAQs on Full Access, Basic Access, and Custom Access

A user with Full Access has access to accounting features including books. They can also:

  • Add, edit, and remove users.
  • Add, edit, and remove clients.
  • Edit company settings for the firm.
  • Manage subscriptions.
  • View subscription alert messages.
Note: Users with Full Access have Administrative access to client QuickBooks.

 

A user with Basic Access has administrative access to client QuickBooks, but can't access the following:

  • The firm's accounting features, including books.
  • Subscription and billing.
  • Subscription alert messages.

  • Custom access to administrative functions for the firm.
  • Custom access to managing clients.
  • Custom access to the firm's books.
  • Administrative access to client QuickBooks.

The following are the five access levels available within Custom Access:

  • None
  • View
  • Edit
  • Yes
  • No

FAQs on Custom Access

The following is an overview of the different custom access options.

Firm Administration

A user with "view only" access can view firm details such as name, address, etc., but they can't edit the information.

A user with "edit" access is able to edit firm details, such as the firm's name, address, etc.

Firm Users

  • The user doesn't have access to view or edit the Team page.
  • The user can't view or edit client access for other users.

  • The user can view the Team page, but can't make edits.
  • The user can view client access for other users, but can't make edits.

  • The user can view and edit the Team page.
  • The user can view and edit client access for other users.

Subscriptions and Billing

  • The user doesn't have access to view or edit subscription and billing information for the firm.
  • The user doesn't have access to view subscription alerts.

  • The user can view subscription and billing information for the firm, but can't make edits.
  • The user can view subscription alerts.

  • The user can view and edit subscription and billing information for the firm. (Note: The ability to edit subscription and billing information is limited to updating card information.)
  • The user can view subscription alerts.

Firm Books

A user with "Yes" access can view customer financial details and balances, within the firm's books.

Users with "No" level  access can't view customer financial details of balances within the firm's books.

Users who have "Yes" access can view supplier financial details and balances, within the firm's books.

A  user who has "No" level access can't view supplier financial details or balances, within the firm's books.

Managing Clients

A user who has "Yes" access in manage clients can:

  • Add clients to the Client list on the Dashboard.
  • Make clients active or inactive.

A user who has "No" level access to manage clients can't:

  • Add clients to the Client List on the Dashboard.
  • Toggle active/inactive status.

Where can I find these settings?

How to view/edit Firm Administration and Books:

  1. From the left menu, select Team under Your Practice.
  2. Click on the name of the team member you wish to edit.
  3. In the Edit user screen, click the Firm Administration and Books tab.

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