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Level 1

How do I set up my accountant to have online access to my QuickBooks account?

QuickBooks Team

How do I set up my accountant to have online access to my QuickBooks account?

Good evening, @gmtowing.


I can provide you with the information needed to add your accountant so they can view your company file.


In QuickBooks Desktop, you can add a user, so the accountant can log in and view the information needed if they have access to the server. You can have as many users as you want, but only the amount of seats in the plan can log in at one time.

  1. Navigate to Company on the toolbar.
  2. Select Users, then Set up Users and Roles.
  3. Choose New.
  4. Add User.
  5. Assign Accountant Role.


The accountant will now be able to view the file on the desktop. If you need the information online, I have a couple of options to make this happen for you. 

  1. QuickBooks Online is available to make your company file mobile.
  2. Right Networks is also available to store your data in the cloud to make your company mobile (travel, work at home, etc.).

If you have any further questions or concerns, let me know. I'm here to lend a helping hand anytime. I hope you have a great rest of your day.



Level 6

How do I set up my accountant to have online access to my QuickBooks account?


You may have 2 options to let your accountant opening your data file by internet connection:

1. The cheapest one is using a remote desktop solution


2. Deploy a private cloud and your acccountant may access your data file any time he/she needs to.


Hope it helps.

Community Champion

How do I set up my accountant to have online access to my QuickBooks account?

The others have given you a couple of options to let your Accountant log into your QBs remotely.  (And there are other options.) 


But before we go down that road, can I ask what your ultimate goal is?  Are you just trying to let your Accountant work on your Company File and make corrections & entries?


If this is what you are trying to do, might I suggest a simple (free) DropBox account (or any of the other reputable services).  You can simply upload your Company file to DropBox and the Acct. can then download it and do the work.  They then put it back up on DB for you to put back on your computer. 


If you want or need to keep working in QBs, you can also create what's called Accountant Copy (under File; Send Company File) and that to the Acct.  This will lock you from making changes prior to the date you set in the Accountant's Copy, but you can do new work. 


Personally, I'd schedule a time with the Acct., upload the file and then do other work while the Acct. works on your file to return it to you as soon as possible.  You can even open the file you have on your computer to look at while talking to the Acct. on the phone.  Just be sure to delete or copy over the file you have and start using the newest file the Acct. uploaded to DB for you to get after they were done making their changes.  Generally a lot simpler than setting up remote access to your QBs.

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