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Level 1

Custom User Access

How can i grant a user access to only add an invoice and take payments? I do not want them to have access to view outstanding invoices or deposits made. only take payments and record a new invoice.

5 Comments 5
Level 5

Custom User Access

No option, the least access you can grant to your user is the Limited-customer access. You can't break it down to functions under customer. 


Custom User Access

Hello cdlmechanical,


We won't be able to provide an access rights for a specific function such as creating invoices and receiving payments only. I'd agree with what Test2Go said. The least access rights you can give is the Standard user with Limited to Customers


I'd also recommend letting our Product Development Team about this by sending feedback. They'll put your ideas into consideration for product updates. Here's how you can send your suggestion:

  1. Click the Gear icon in the upper-right corner and select Feedback.
  2. Enter the details of your suggestion and click Next.

Thanks for sharing your ideas with us. You can always tap on us here in Community if you need anything else.

Level 1

Custom User Access

It seems like it should be standard that a user have access to create invoices only as our 20 year old system we are moving away from let us do this.


I have found that this question has been asked quite a bit and every answer is to submit feedback. What dark hole does that go in to get buried. Where can we get an actual answer about this? Please respond with something that is actually helpful and not "Submit feedback to our development team".

QuickBooks Team

Custom User Access

Hi there, Linden_Marketing. 


Thanks for dropping by the Community, I'm happy to help. If you have QuickBooks Online Advanced you can currently customize your users access rights. This article goes over the process in detail. To actually go in and change the user's role, you can follow these steps:

  1. Go to Settings ⚙, then select Manage users.
  2. Select the Users tab, then find the user you want to edit.
  3. Select Edit from the Action column.
  4. Choose from the existing custom or QuickBooks roles. Or select + Add New to create a new custom role.
  5. Enter a role name and description, then select Save.

If you have any other questions, feel free to post here anytime, night or day. Thanks for your time and I hope you have a lovely weekend.

Fiat Lux - ASIA
Level 15

Custom User Access


As another option, utilize a Melio account to process invoices and accept payments. You don't need to give any access for them into your QuickBooks account.



Keep in mind, it only integrates with QBO, not QBSE or QBD



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