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Intuit

User types and user permissions in QuickBooks Online

Learn about the different user types and levels of access in QuickBooks Online.

QuickBooks allows you to add a user in just a few steps, give employees specific access to features, and more.

You can change or remove a user's access at any time.

Manage users in QuickBooks Online:

  1. Select Settings ⚙.
  2. Select Account and Settings or Company Settings.
  3. Select Manager Users.


Tip: Save time on travel to your accountant's office. Add an accountant user and work on your books together from different locations.

User types by QuickBooks Plan


The number of users you have depends on your QuickBooks Online plan.

User types and the number of users you can have is dependant on your QuickBooks Online plan.

QuickBooks Simple Start

1 billable user + 2 accounting firms. Master admin only.

QuickBooks Essentials

3 billable users + 2 accounting firms. User types available: Master admin, Company admin, Standard, Time tracking only, and Take payments only.

QuickBooks Plus

5 billable users + 2 accounting firms. User types available: Master admin, Company admin, Standard, Time tracking only, Take payments only, and Reports only.

Simple Start 1 billable user + 2 accounting firms
Essentials 3 billable users + 2 accounting firms
Plus 5 billable users + 2 accounting firms

Types of billable users

Billable users count toward the user limit on your QuickBooks plan.

Master admin

The master admin has access to every feature in QuickBooks Online. Intuit only sends billing reminders to this user's email.

There is only one master admin per company. By default, it's the person who set up your QuickBooks Online account.

If you need to assign a new master admin, you can transfer the role.

Company admin

A company admin can see and do everything except edit or remove your master admin's access.

Accounting firms

You can invite your accountant to your QuickBooks Online company. They'll have the same rights as an admin so you can work together seamlessly.

Standard user


You can set different levels of access for this user. They can work with customers, sales, suppliers, and expenses. These users can enter timesheets, add users, update company info, or manage subscriptions.

Learn what a standard user can and can't do. Here's a detailed look at the different levels of access.

Please click below to read the rest of this article.

This user can see and do everything with:

  • Customers and sales
  • Suppliers and purchases

They can also:

  • Add, edit, and delete employees
  • Change preferences
  • View activity log
  • Create, edit, and delete budgets
  • Add, edit, and delete accounts
  • Make deposits and transfer funds
  • Reconcile accounts and make journal entries
  • View all reports
  • Turn on VAT for the company, make VAT adjustments, file VAT returns, or change the setup for existing VAT info
  • Set up multicurrency
  • Perform home currency adjustments

This user can:

  • Enter estimates, invoices, sales receipts, credit notes, and refunds
  • Enter charges and credits
  • Create and delete statements
  • Receive payments from customers
  • Add, edit, and delete customers, products, and services
  • View customer registers and A/R reports
  • View customer and debtors reports
  • View tax rates and agency settings
  • Use and adjust VAT in sales transactions and general journal entries (i.e. manually overriding calculated tax amounts)
  • Add, edit, and delete currencies
  • Edit exchange rates

This user can't:

  • Add, edit, and delete accounts and quantity on hand
  • View bank registers
  • See total income and expense amounts on Home, Supplier, and Customer pages
  • Run tax reports or view tax history
  • Prepare a VAT return, record payments of VAT owing or receive VAT refunds, or file VAT
  • Set up new or change existing tax agencies or settings
  • Set up multicurrency
  • Perform home currency adjustments

This user can:

  • Enter bills from suppliers
  • Enter cash and credit card purchases
  • Pay bills, write checks, and view check detail reports
  • Add, edit, and delete suppliers, products, and services
  • View supplier and A/P reports
  • View tax rates and agency settings
  • Use and adjust VAT in purchase, card, and banking transactions (i.e. manually overriding calculated VAT amounts)
  • Run tax reports or view tax history
  • Prepare a VAT return, record payments of VAT owing or receive VAT refunds, or file VAT
  • Add, edit, and delete currencies
  • Edit exchange rates

They can't:

  • Add, edit, and delete accounts and quantity on hand
  • View account histories
  • Set up new or change existing tax rates, tax method, or agency settings
  • Set up multicurrency
  • Perform home currency adjustments
  • See total income and expense amounts on Home, Supplier, and Customer pages

This user can:

  • Enter estimates, invoices, sales receipts, credit notes, refunds, charges, and credits
  • Create and delete statements
  • Receive payments from customers
  • Fill out time sheets for anyone
  • Add, edit, and delete customers, suppliers, products, and services
  • View customer registers
  • View customer and A/R reports
  • View supplier and A/P reports
  • Enter bills from suppliers
  • Pay bills, write and print checks, and view check reports
  • Make bills and purchases billable to customers
  • Enter cash and credit card purchases

They can't:

  • Add, edit, and delete accounts and quantity on hand
  • View bank registers
  • See total income and expense amounts on Home, Supplier, and Customer pages
This user can't use any of the accounting features in QuickBooks Online. They can submit time sheets.

The only users who can access payroll info and reports are the master admin, company admin, or accountant user. Note that standard users can work with customers, suppliers, and expenses, but they can't see your company payroll.

Types of non-billable users

Reports only user (only available in QuickBooks Online Plus)

They can see all reports except the Audit log (reports that show payroll or contact info). They can create custom reports and add report groups, but they can't view the actual transactions. They can't see reports that show contact info.

Time tracking only user

You can invite employees or suppliers as time tracking only users. They can only enter their own time sheets. Their only access is to see time sheets and time reports.

Take payments only user

If you have GoPayment, you can set up a user to only take payments. They won't have access to QuickBooks Online itself, but they can take payments with GoPayment.

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