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

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

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.

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!

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?

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:

• Understanding user types and permissions.
• Add a user.

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.

this message is not correct.  Standard user does have access to profit and loss report.  I just logged into account using standard users log in and have access to all sensative reports.

Thanks and welcome to the Community, zinga.

Standards users can only open Profit and Loss reports if you grant them access to all areas of QuickBooks, including payroll. However, if you select the Limited option, they'll be restricted and will lose access to this type of data.

In case you need the steps, I'm attaching the detailed instructions provided by my colleague above:

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.

I’m attaching an article with detailed lists of the user types added to the product. Aside from that, it contains some additional info about what standard user can and can't do (scroll down to Standard user):

Learn about user types in QuickBooks Online.

Please know the Community has your back. If you have further questions, click the Reply button and post a comment. I’m here ready to assist further. Enjoy the rest of the day.

"STANDARD USERS" can able to view the "TRANSACTION by DETAIL" and those reports of the "ACCOUNTANT".

QB cannot restrict the STANDARD USER to view such transaction. They still can see the salaries, banking transactions, and all other transaction posted in QB, but not the REPORT.

Dear Quickbooks community.

My business is located in three locations. I have three accountants with each accountant handling a location. I'll like to limit each accountant's access to transactions of the location under his/her control. 

Is there any quickbook option that can restrict user access by location?

Thank you

Gabriel

Welcome to the QuickBooks Community, Gabriel. That's an excellent question! The ability to restrict accountant access by location is unavailable at the moment for QuickBooks Online. The only user you can limit the access to the company data is a standard user. However, this is what I will do. I will note this and submit feedback to our Product Developers about adding this feature for upcoming software updates. If you would like to stay up-to-date, I encourage you to follow our QuickBooks Online blog to be in the loop. In the event you may need to add, edit, or delete a user, or manage custom roles for a standard user, refer to these articles for detailed steps.

Please let me know if you have any other questions about user access. I will do my best to assist you! I hope you enjoy the rest of the day, and you are welcomed here anytime! Take care and be safe.

We have a prospective buyer, who has an accountant requesting access to our Quickbooks with our password etc.
They would have to do by remote access, which opens up all our company files! Can we limit what they can see, but provide the financial information they need. We have provided every report they have requested. Our lawyer is looking into it also. Any help would be appreciated. We are a small 5 person company.

thank you

Thanks for joining this thread and sharing all the details of your account concern, @Jserv13.

I am chiming in to share further insights on this to help you decide what user access you need to grant the accountant.

If you invited them as an accountant user to your QuickBooks Online company file, they will have the same view and capacity as the company admin. Along with that privilege are other accountant-specific tools to help review your accounting info. They are able to review your books, make corrections, and fix any tricky transactions when necessary. The good thing is, you can trace any changes made by them if you visit the Audit Log report.

You also have the option to add them as a Standard user with limited access. Just a disclaimer, there are limitations for this user type (All access, No access and Limited access for Vendors or Customers). You might want to read this article to learn more: User roles and access rights in QuickBooks Online.

Here's how to add a standard user:

1. Sign in to QuickBooks with a user profile that has permission to manage users.
2. Click Settings ⚙, then Manage users.
3. Choose Add user.
4. Select a Standard user. Then select Next.
5. Pick the access rights for the user. Then select Next.
6. Select the user settings, if applicable. Then select Next.
7. Enter the user’s name and email address. Then select Save.

This is an additional link to help you add users in the program: Add and manage users in QuickBooks Online

Please post here anytime if you have further questions about this user management topic. I'll be right here if you need further help. Have a nice day!

By going this route and limiting user access, what if we only want the user to see the current year (2023) and that would not include any expenses? Is there a way to put that much of a limit on it? 

Welcome to the Community, @moosekid36. I appreciate you for reaching out to us.

I know how convenient it is to be able to limit user access in QuickBooks Online, so I recommend sending feedback to our software engineers. Here's how:

1. Open your QuickBooks Online account.
2. Go to the Gear icon and select Feedback.
3. Type in your suggestion and click Next.

You can also utilize this link to check the status and keep you in the loop on our progress of your request: Customer Feedback for QuickBooks Online. 

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.