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Level 2

Does a limited user have access to all reports?

We want to set up a user that can create invoices but do not want them to have access to profit and loss information.  Is this possible?

Solved
Best answer 11-12-2018

Accepted Solutions
Moderator

Re: Does a limited user have access to all reports?

Hey there, @SydJasonB.

 

Thanks for posting your concern here in the Community. Allow me to step in for a moment and share some additional information about the limited user access in QuickBooks Online (QBO).

 

A Standard user with a limited access will not be able to view all reports including the Profit and Loss report. This user can only access accounts receivable and accounts payable reports. In addition to that, this user will need customer access in their roles so they can create invoices.

 

For further reference, you may visit this article that tackles user types and permissions in QBO: Get to know user types and permissions.

 

To add a standard user with a limited access, here's how:

 

1. On your QBO account, click the Gear icon on the upper right.
2. Choose Manage Users under Your Company.
3. Click Add user, then choose Standard user.
4. Select Next, then choose Limited.
5. Put a checkmark on Customers, then Next.
6. Set the users settings, then select Next.
7. Enter the new user's profile, then Save.

 

Once done, an e-mail will be sent to the new user. You can also refer to this article for more information: User management - Add, delete, or change a user's access.

 

That should do it! Please know that I'm only a post away if you should have any questions. I'm always here to help. Wishing you and your company continued success.

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7 Comments
Level 15

Re: Does a limited user have access to all reports?

QBO permissions are not that flexible, they are canned, go to manage users under the gear menu and you can see what each option allows

Level 2

Re: Does a limited user have access to all reports?

I did look at that, but it was still not 100% clear what they have access to...

Moderator

Re: Does a limited user have access to all reports?

Hey there, @SydJasonB.

 

Thanks for posting your concern here in the Community. Allow me to step in for a moment and share some additional information about the limited user access in QuickBooks Online (QBO).

 

A Standard user with a limited access will not be able to view all reports including the Profit and Loss report. This user can only access accounts receivable and accounts payable reports. In addition to that, this user will need customer access in their roles so they can create invoices.

 

For further reference, you may visit this article that tackles user types and permissions in QBO: Get to know user types and permissions.

 

To add a standard user with a limited access, here's how:

 

1. On your QBO account, click the Gear icon on the upper right.
2. Choose Manage Users under Your Company.
3. Click Add user, then choose Standard user.
4. Select Next, then choose Limited.
5. Put a checkmark on Customers, then Next.
6. Set the users settings, then select Next.
7. Enter the new user's profile, then Save.

 

Once done, an e-mail will be sent to the new user. You can also refer to this article for more information: User management - Add, delete, or change a user's access.

 

That should do it! Please know that I'm only a post away if you should have any questions. I'm always here to help. Wishing you and your company continued success.

View solution in original post

Level 1

Re: Does a limited user have access to all reports?

Hey Guys,

 

I wanted to jump in on a question related to this.

 

So I wanted to give an employee access primarly for accounts receivable reports.   The most limited access seems to be 'Reports Only', the problem is, this allows access to the Profit and Loss report which would assecially show that employ payroll details if they dug enough.  I can't allow this.  

 

I know you can set limitations with 'Standard User' but trying to avoid the extra cost.  It doesn't make sense that the most limited choice would still show P&L.

QuickBooks Team

Re: Does a limited user have access to all reports?

Hi there, @markmcnally.

 

Allow me to join the thread and help share information about the user's access in QuickBooks Online (QBO).

 

When Reports Only users log into QBO they only the see the Report List page and can access any report except for Payroll Reports.

 

They can customize the reports, but they cannot change any information they see in the reports. Also, they have the ability to create their own memorized reports. On the other hand, yes, Reports Only users can access the Profit and Loss report, which may allow them to view some payroll details.

 

As of now, we don't have the option to limit the access of the Reports Only users not to access the some payroll details in the Profit and Loss report. I want to ensure that customers like you are having the best possible experience while working with QuickBooks. I'll be sending feedback straight to our product developers about this thread for them to be considered in the future updates.

 

You can also send feedback to them:

 

  1. Go to the Gear icon.
  2. Select Feedback under User Profile.

To learn more about user's access in QBO, you may check this article: How to add, delete, or change a user's access.

 

Keep me posted if you have any other questions about user's access in QBO, I'm always here to help you. Have a wonderful day ahead!

Level 1

Re: Does a limited user have access to all reports?

Hey Angelyn,

 

Thanks for your feedback.  Currently we have 5 user and 2 accounting users which puts us at $50 per/month.  Can you tell me how much extra it would cost to add a user as a Standard User, therefore allowing me to eliminate their access to any payroll or P&L?

QuickBooks Team

Re: Does a limited user have access to all reports?

Thanks for getting back to us, @markmcnally.

 

I'm here to guide you to the right support so you can get the help you need.

 

To provide you the total cost when adding a Standard user, I recommend calling our QuickBooks Online Support Team so they can take a look at to your account and provide you further information.

 

Here's how you can contact our phone support:

  1. Sign in to your QuickBooks Online company.
  2. Select Help (question mark icon) at the top right.
  3. Click Contact us to connect with a live support agent.

For future reference, you can check these articles:

Please know that you're always welcome to post if you have any other questions about the user access in QBO. Wishing you and your business continued success.

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