Is there a way to use the "Reports Only" user to share with just certain "Reports Only" users and not the entire group?

Hello there, @cotterconstructi.

I'm here to share details on what's a "Reports only" user can perform in your QuickBooks Online (QBO) account. This way, you'll be able to determine if they can share reports to certain users with the same access.

Reports only users can see all reports except the Audit log. They can create custom reports and add report groups. However, they can't view the actual transactions and reports that show payroll or contact info.

Currently, letting the Reports only users to share reports to certain users isn't an option. When they create custom reports, they can only choose between two options (None or All) on how they're going to share it with. Let me guide you how.

1. Go to the Standard tab.
2. Search for a report (e.g Account List Report).
3. Click the Save customization button.
4. Enter all the needed information.
5. In the Share with field, select how you'd like to share the report.
6. Click Save.

I've attached screenshots below for your reference.

To learn more about the different user types and their levels of access, kindly refer to this article: User types in QuickBooks Online. It contains details about types of billable and non-billable users.

Most reports are available for all users. However, there are certain reports that's only available for specific QBO version. For the complete list of available reports per QBO subscription, you can check out this article: Reports included in your QuickBooks Online subscription.

Please let me know if you have other concerns. I'm just around to help.

But how do I share reports with specific users, not ALL? Is there an option to add the name to the "share with" list?

Thank you

I appreciate you for reaching out to the Community for assistance, @IngaB. Let me impart information about adding names to the Share with list.

The option to add a name to the Share with list is currently unavailable in QuickBooks Online. I recognize how convenient it is for users to share reports with a specific user.

You can send our Product Development team feedback. This way, they can take a look and might consider this as part of the future enhancements.

Here how:

1. Log in to your QuickBooks Online account.
2. Go to the Gear icon at the top, then click Feedback.
3. Enter your comments or product suggestions.
4. Select Next to submit.

You can track feature requests through the QuickBooks Online Customer Requests website.

I’ve attached a reference in case you want to keep the same report settings for future use: Memorize reports in QuickBooks Online. It helps you access the information quickly to save time.

Don’t hesitate to select the Reply button below if you have other questions or concerns besides adding names to the Share with list. I’ll be here to help. Always take care!

Thank you for your response. I will do that.

Would you please share an example of the report (let's say P&L)? How it will look to "ALL" I share it with. I have concerns about sharing financial data. 

Thank you

It’s my pleasure to help and provide the information you need, @IngaB.

I know how important financial data is. And sharing it to others is somehow a risk.

When generating reports in QuickBooks Online, all information or structure you save on your end will be the same if you share using the All option. It means users that have report access can view the same thing. No worries, the Reports only user can’t see reports that show payroll and contact info.

Here’s the screenshot of a profit and loss report pulled up by an admin:

And this is the look on the Reports only users:

You might want to check this guide to learn more about sending an individual or a group of reports in the program: Set schedule and email information for a memorized report.

If you need further assistance with your reports, don’t hold back to drop a comment below. The Community team is always here to help you out. Keep safe!