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Intuit

How to access QuickBooks Desktop files with One Intuit Account

Learn how to access and manage your clients files with your One Intuit account.

When you create or connect an Intuit account to your QuickBooks Desktop company file(s), it gives you:

  • An extra layer of security and protection.
  • Secure, single login for access to all of Intuit’s products. This includes Payroll, Payments, Time tracking, and more.
  • Access to new features and benefits for Payroll, Payments, Time tracking and more, which may require an extra layer of security.

What this means for accountants

Ask your client to add you as an External Accountant user in their file. You’ll be able to sign-in with the External Accountant credentials and won't get Intuit account prompts.

If you don’t use an Accountant edition of QuickBooks with a company file you get from your client, you might see one of three scenarios. You’ll only see the first two if you sign-in to your client files as the Admin.

Scenario 1: You’re asked to sign in to your Intuit account after you sign in to the company file.

As a best practice, ask your client to approve your QuickBooks access. You don’t want to use your client’s info.  

You’ll see the User ID prompt if your client has already linked their Intuit account to the company file. If the email address you see isn't yours, replace it with yours. Select Continue and enter your password.

Intuit Account Sign In.png

The first time you sign in with your Intuit account credentials, your client needs to approve your access. Select OK and tell your client to approve your access. 

Intuit Account.png

Scenario 2: You successfully sign in to the company file with a request to set up the Intuit Account.

If you see this, your client needs to link their Intuit account to their company file.

SBSEG_ALL_Signin.png

Non-admin

If you’re an accountant reviewing your client's file, you’ll want to select Non-admin. Select Non-admin if you manage the company’s financial actions on the admin’s behalf and then select Continue. QuickBooks will close the Intuit account prompt. After 14 days, if you need to work in the file again it will remind you to sign in again.

Admin

If you’re an accountant that does everything for your client, you might want to choose Admin. (This isn’t standard. Only choose this option if you own/manage the company and its financial actions.) Select Admin, if you manage the company and its financial actions. Then enter your email address and select Continue. Enter your Intuit account password and then OK.

You’ll now be able to work in the file.

Scenario 3: No prompt for Intuit account setup or login

If you aren't asked for Intuit account setup or login, you can continue to use the Company file as normal.

Option 1: When you open client files

Your client should add you as a different user instead of the QuickBooks admin user. The roles and permissions in QuickBooks, such as External Accountant, will provide separate access. Using this role makes sure each accountant user leaves proper audit history.  If you use this non-Admin role to sign in to QuickBooks, you won't need an Intuit account login.

For more info, check out how to add a user to the QuickBooks company file.

Option 2: When you need to use the QuickBooks Admin credentials

If you use QuickBooks 2021, 2020, or 2019, update to the latest release of QuickBooks.

Once you sign in to the company file, press the F2 key on your keyboard to see the product info page. You’ll see the Intuit account info for the company file under Services Information.

If you see an email address next to the Intuit account primary admin, it means your client has already linked the company file to an Intuit account.

SBSEG_QBDT_US_ProductInfo.png

If you use QuickBooks 2021, 2020, or 2019, update to the latest release of QuickBooks.

Once you sign in to the company file, press the F2 key on your keyboard to see the product info page. You’ll see the Intuit account info for the company file under Services Information.

If you see an email address next to the Intuit account primary admin, it means your client has already linked the company file to an Intuit account.

Ask your client for Intuit account permissions

  1. Sign in to your Intuit account if you aren't already signed in (Scenario 1). Replace the pre-filled client email-id/user ID to your own user ID. Don't use your client's Intuit account info. If you don't sign in and close the pop up, the system will remind you to sign in.
  2. Once you sign in with your own email-id/user ID, QuickBooks will send an email to request access to the Intuit account primary admin (client) email-id.
  3. Ask your client to approve the request for access. They can select Accept in the approval email sent to them. We'll ask them to sign in to their Intuit account. This takes them to the Intuit Account User Management page with Basic User as the default Assigned Role. When they select Save, it adds the accountant user to the Company File Intuit account. 

Once your client approves, you can access the company file with your own credentials.

If you see the Intuit account sign-in when you open the file with QuickBooks 2018

Your client may need to link the company file to their Intuit account. This can happen in QuickBooks 2021, 2020, 2019 if there's no email address next to the Intuit account primary admin in the product info page.

Note: If the product info pop up is blank or says null, update to the latest release of QuickBooks.

  1. Select I am Not Admin to access the company file. We recommended you ask your client to link their company file with an Intuit account.
  2. To attach an Intuit account to the company file, your client should sign in to their company file as the admin. Have them select Company, My Company, and then select Sign in. When the company file is shared between the accountant and client, it's important that only the client select the I am Admin option to link their company file to an Intuit account.
  3. Once the client links thier company file is to their Intuit account, ask them to share the company file with you again.
  4. Next, sign in to QuickBook. Edit the pre-filled client email-id/user ID to your own user ID. Don't use your client's Intuit account info. If you don't sign in and close the window, the system will remind you to sign in.
  5. Once you've logged in with your own email-id/user ID, QuickBooks will send an email to request access to the Intuit account primary admin (client) email-id.
  6. Ask your client to approve the request for access. They can select Accept in the email sent to them. We'll ask them to sign in to their Intuit account. This takes them to the Intuit Account User Management page with Basic User as the default Assigned Role. When they select Save, it adds the accountant user to the Company File Intuit account. 

Once your client approves, you can access the company file with your own credentials.

Q: When did these changes happen for Intuit account user management?

A: We made this change with small business users in 2020 with non-Accountant versions (2021-2018).

Q: Why did Intuit chose to add the Intuit account login?

A: An Intuit account is the account you use to access any of Intuit's current and future products. When you link an Intuit account per company file, customers will experience:

  • An extra layer of security and protection.
  • Secure, single login for access to all of Intuit’s products.  This includes Payroll, Payments, Time tracking, and more.
  • Access to new features and benefits such as Receipt management (new for QuickBooks Plus 2021 and QuickBooks Enterprise 21).

When you sign in to your QuickBooks Company file, you get access to basic QuickBooks features. You can create an invoice or pay your bills. When you sign in to your Intuit account, you have access to all Intuit services such as Payments, Payroll (Direct Deposit and Workforce), Tsheets time tracking, Receipt Management, (new for QuickBooks Plus 2021 and QuickBooks Enterprise 21) and more.

Q: What's the difference between my QuickBooks login and an Intuit account login?

A: When you sign in to your QuickBooks company file, you get access to QuickBooks features. You can create an invoice or pay a bill. When you sign in to your Intuit account, we give you access to all Intuit services such as Payments, Payroll (Direct Deposit and Workforce), TSheets time tracking, Receipt Management (new for QuickBooks Plus 2021 and QuickBooks Enterprise 21), and more.

For more info, check out the QuickBooks Blog entry for Intuit Account for QuickBooks Desktop.

Q: If I use QuickBooks Desktop in offline mode, do I have to connect to the Internet after this change?

A: No. You won't get a prompt to sign in to an Intuit account if you use QuickBooks in offline mode (not connected to Internet).

Q: Will this affect my clients other services when I sign in to the company file with the External Accountant role? Examples; Merchant services, employee invites to Workforce or direct deposit payroll.

A: No. When you use the External Accountant role to access a company file, it won't affect any of your client’s Intuit account services.

Q: Accountants have multiple clients. Do I need a different User ID for each client file?

A: We recommend each client file have an External Accountant role set up. This limits the need to sign in with Intuit account credentials. For each QuickBooks Desktop company file you sign in to with admin rights, it's more convenient to create and sign in to a single Intuit account and associate this account.

Q: Are all accountants and clients required to use an Intuit account?

A: We recommended each QuickBooks user have their own Intuit account credentials. This enhances security, access to all Intuit account benefits and features like Payroll, Payments, TSheets and more. 

Q: Can I opt out of the Intuit requirement to set up an Intuit account for every client? 

A: We recommend accountants or clients link/create an Intuit account for each QuickBooks Desktop file you sign in to with admin rights. 

An Intuit account provides: 

  • An extra layer of security and protection.
  • Secure, single login for access to all of Intuit’s products. This includes Payroll, Payments, Time tracking, and more.
  • Access to added features and benefits for Payroll, Payments, Time tracking and more, which may require an extra layer of security.

You don't need an Intuit account for any other user other than the QuickBooks Admin.

Q: What happens when we need to send a backup file to a client? What happens when we need to create an accountant’s copy?

A: There's no impact on the back up file or accountant’s copy sent to the client. 

Q: What happens when we need to send a back up file to another accountant who does the taxes? 

A: Any accountant that needs access to the file needs to follow the same process.

Q: Can I complete administrator tasks on my client's file if we both have an Intuit account? 

A: Some clients prefer to share the QuickBooks admin credentials instead of creating a QuickBooks user, such as External accountant. In this case, you can access the QuickBooks company file with different Intuit accounts (Scenario 1).

Accountants and clients with different Intuit accounts doesn't prevent you from your administrative tasks.

Q: Is there an option to permanently remember or save the Intuit login?

A: There's no QuickBooks option to remember or save your Intuit account User ID. To maintain a balance between convenience and security, a user should sign in to an Intuit account once every 180 days.

Q: Is there a disadvantage to use the same Intuit account sign in as QuickBooks Online accountant? 

A: No. We prefer you create or sign in to a single Intuit account across all Intuit products.

Q: Clients commonly share a back up file with their accountants along with admin credentials. Now accountant users need an Intuit account User ID plus the QuickBooks User ID. What are the best practices for accountants and public accounting firms for this change?

A: The security of our customer’s info is a priority for QuickBooks. We don't encourage you share QuickBooks admin credentials or Intuit account User IDs between clients and accountants. Different User IDs help maintain a correct audit history.

You only need Intuit account credentials for use in your client files when you log in as an admin. We recommend your client create an External Accountant user for you so you won't get Intuit account prompts.

Q: What happens if I don't get the Intuit Account verification emails? 

A: Check your junk and spam folders. If you still can’t find them, contact us.

Q: In large accounting firms, many accountants need to access the same client company file. How should large accounting firms handle client file access?

Most large accounting firms should be able to access the client files using the above suggestion. But, if they need to use the QuickBooks Admin credentials, follow the instructions related to various scenarios at the start of the article.

Some large accounting firms don’t know in advance how many staff will need access to a client’s company file. We suggest:

  1. Additional users create their Intuit account shown in steps listed in Scenario 1.
  2. As a convenience to accounting firm employees who will use the company file only once or twice in the entire tax filing period, it's okay to create a common QuickBooks user. It's important to note that this common QuickBooks user isn't the QuickBooks Admin user.

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