How do I give users view only access

Can someone please confirm if "view-only" is an option for users outside of QB Enterprise?

We are running Premier and would very much like to allow certain employees to view information without being able to edit it (at least until they are properly trained).

Thank you!

Thanks for joining this thread, @SoBaDeCe.

Allow me to jump in and share some information about the view-only access in QuickBooks Desktop (QBDT).

At this time, the view-only access is only available in the Enterprise version. Since you're using the Premier version, you have the option to choose selected areas of QuickBooks when setting up your employees' access. You can customize the restrictions for different areas of the company file by selecting No Access, Full Access, or Selective Access.

You can follow the detailed steps provided by my colleague @ShiellaGraceA above or check out this article for more information: QuickBooks Desktop Users and Restrictions.

This should answer your question for today. Please let me know how it goes or if you have any additional concerns. I'll be here to help. Wishing you and your business continued success!

Lame. I know how to set up user accounts and delegate access; you simply don't offer the options I need to delegate that access appropriately.  I want someone to be able to LOOK at what ever they want, but not edit anything, or create new transactions.

Thanks at least for confirming.

Agree with the other users here that this is really frustrating. There *really* should be a read-only option. Do you know if they are working on an option for that for the Online Mac Quickbooks??

We don't want you to feel that way, @RebeccaSusanWest.

Allow me to share a few insights and help you with the view-only access in your account.

Here in the Community, we don't have any specific timeframe on when a feature will be included every time the new product updates are released.

You may want to check out the QuickBooks Blog. This way, you'll be able to review and be updated with the all new product updates of QuickBooks Online.

While this option isn't available, I can pass along your request to our product engineers. They can consider and will also know of your need to include the view-only access in your account.

Please let me know if you have any other questions about QuickBooks Online. It'll be always my pleasure to help.

I completely agree. I would love to be able to work inside quickbooks online for my clients, and give them read access to everything without being able to change things in QBO themselves. That way, they are able to see their books in real time without me having to worry if they are making changes that don't need to be made.

We have an accountant that does everything.  But the main reason we entered all of our financial data in Quickbooks on line, which took us over a week...several years worth with thousands of entries...was to give read only or reports only view to several of our partners.  Now, after all the tedious work, something so simple and basic as this feature it's not available.   Its incredible, you want to tell me, and im speaking to the Quickbooks team, that something as important as this is not an option?  How many companies, with more than one partner, have one managing the business and other (one or more) that does not want to be involved in the day to day but wants transparency.  You don't want some individuals, who do not now anything about accounting, to add, delete or edit entries, for that would cause total chaos.  This feature is as basic as being able to enter checks or making invoices.  Not having it is not acceptable and Im sure it can be very easily added.  I just home that someone in Quickbooks takes notice and adds it, it's embarrassing.  I'm mad because read only access is a very, very needed feature.  It should be there.  No excuses.    

Being able to provide read only access in Quickbooks Desktop Premier is super important.  In our agency, our finance team and executive director all need access to Quickbooks, but our ED should not have access to making changes in Quickbooks because she is also a signer on the bank account and an approver of all expenditures.  Giving her access to making changes in Quickbooks means that we're not able to create a separation where the signer cannot change the accounting.  This is bad controls.  Please update this as soon as possible.  

Not being able to give read-only access to certain users is a huge liability.  In our agency, the ED needs access to Quickbooks to be able to look at things.  However, not being able to keep her from making changes means that we're not able to separate the check signing role from the ability to make changes in the accounting.  This is really bad controls.  While I trust my ED to not be stealing money, we shouldn't need to trust her to not steal money.  We should have the systems in place to make it very hard to do, including keeping her from being able to make changes in the accounting system.  

Thanks for sharing your feedback here in the QuickBooks Community, @Sofia L.

As my colleague FritzF mentioned, the view-only (read) access is only available in the Enterprise version. I understand how this feature available in QuickBooks Premier version would be beneficial to your business. 

It's our priority to provide products and services that suit your business needs. I'll make sure to take note of your request and will update you once the view-only option is available for our users who are using premier version.

In the meantime, I'd suggest visiting the QuickBooks Desktop New Features regularly. This way you'll be updated with the latest news and updates including product improvements. 

Simply go to Help menu bar, select New Features then click New Feature Tour. 

Please know that you're always welcome to post if you have any other concerns. Have a good day ahead. 

We also need read-only users. Above post by bproducepr expresses my feelings quite well.  Others also have this need.  

Here's an idea: Super-minimal training. This is for a user with these needs:

1. Find and view a few basic reports, with ability to select the date(s) covered. Balance sheet, income-expense (we're a nonprofit), chart of accounts, and transactions by income acct or expense account. (Also export a .pdf, at least.)
   
   
2. Find and view a transaction chosen by the user
   
   
3. Cannot put in the time needed to learn to add or change ANY transaction.
   
   
4. Know what NOT to do. For instance, when trying to find a transaction, not to add a transaction by mistake. 
   
   

Compose a document that provides ONLY the info this user needs, as near as possible.  Use this until Intuit sees fit to add read-only users to Desktop Pro. 

Has anyone done this?  Can we get a copy, and adapt it to our needs?

I appreciate the details you shared to elaborate your concern, @Carl_A.

As of the moment, there's isn't an option to set up a user with Read-Only access in QuickBooks Desktop Pro.

In the meantime, you can consider setting up and manually choosing the access for a user in your company file. Thus, I've added this article that'll help you accomplish this: Setup Users and Restrictions.

But don't worry, I'll pass along your request to our product developers. This way. they'll know of your need for custom user's read-only access.

Additionally, I've included our Resource Center page so you'll be updated with all new enhancements in QuickBooks.

Lastly, you can always visit our Help Articles for QuickBooks Desktop in case you need some related article for your future tasks.

If there's anything else that I can help you with, please let me know in the comment section down below. I'll be always around ready to help.

JonpriL, thank you for noticing my post.

J> I'll pass along your request to our product developers.

Thank you for doing so.  Before I actually made my post, I didn't know if I could get my message to them via this website.  I think Intuit could add this feature to Desktop Pro without a difficult development process, because this feature is already in the Enterprise edition.  But could our organization upgrade to Enterprise?  No.  Way too expensive.

Perhaps Intuit has some document that an administrator can adapt, then distribute to those people in that admin's company who would be read-only, if that feature were available to us.  If so, can you point me to it? If this document doesn't now exist, could Intuit write one?

Intuit is not interested in making your job easier, all they want is for you to purchase the more expensive enterprise edition.  Sorry for the cynicism, but that is the way they operate.

The Selective Access option looks like it still allows the user to create transactions and print reports and there isn’t just a Read Only option.  We would still want to be able to view/print reports, but not enter any more transactions.  However, I don’t see the option for that.

Hi there, @satC.

As of now, the View-only (read) option is only available in QuickBooks Desktop (QBDT) Enterprise. You'll want to upgrade your version to use this.

I'll let our product engineers know of this feature request so they'll consider adding this in the future. In the meantime, you'll want to visit our Product Updates page to know about the latest news and updates in QuickBooks.

You can also visit our Account management page to learn some best practices on managing your QBDT.

Don't hesitate to drop by here in the Community if have other concerns or questions. We're always here ready to help you anytime. Have a great day!

Hi @JasroV

We are using latest version(QB Enterprise 2020). We are making user access to read-only but still the selected access looks like it still allows the user to create transactions and print reports. We need only view/print reports but not enter or modify any transactions. Could you please provide any options or steps it would be helpful to us.

I appreciate the complete details you've provided, @satC.

With QuickBooks Enterprise, you can set-up the access of your authorized user to View-Only. Also, you can provide specific access that will allow your authorized user to view reports and print them. I can guide you on how to do it.

     1. Go to the Company menu.

     2. Choose Users.

     3. Select Set Up Users and Restrictions.

     4. From the Users and Roles pop-up window, click the User List tab.

     5. Click on the New button.

             a. Enter the New user 's login credentials.

             b. In the Available Roles section, pick View-Only.

             c. Click the Add button.

Once completed, let's assigned a specific role to the newly-added user. Here's how:

     1. From the User's List, highlight the name of the specific user.

     2. Click the Role List tab.

     3. Search for the View-Only role.

     4. Click the New button.

From here, you can set None to all Area and Activities except for the Reports section. Under the Area and Access Level section, select the actions that the user can perform in the Reports page. 

By following the steps above, the user will be able to view and print reports. If they'll attempt to create or record a new transaction, they'll be prompted that they don't the access to perform the action.

You can read through this article for more ideas in customizing roles so users can only do certain tasks: Create and manage roles in QuickBooks Desktop Enterprise.

Always feel free to get back to us if you have other questions in managing your authorized user access in QuickBooks. I'm just a few posts away.

Hi @IamjuViel 

Thanks for the details provided by you. Will it be different settings for QB Enterprise and QB Pro 2018/2019. If it, could you please provide us the same process for QB Pro 2018/2019(we are not finding those steps in Pro).

We are encountered with the same issue in QB Pro 2018/2019, as I mentioned earlier. Thank you in advance. 

Hello there, @satC.

You’re right. The settings for QuickBooks Enterprise is not similar to the Pro version (Set Up Users and Password). As mentioned by my peer @JasroV, the View-only (read) option is only available in the previous version.

As a workaround, save a backup copy of your desktop Pro data and then restore it in QuickBooks Enterprise. From there, set up the View-only (read) access rights.

Before proceeding, create a new company file (Enterprise) to seamlessly transfer the data. Here's how:

1. Go to the File menu and choose New Company.
   
   
2. This will open the Let’s get your business set up quickly window.
   
   
3. Next, tap the Express Start button.
4. This action will display a screen where you can enter the business details.
5. Once done, hit the Create Company menu to continue.
   
   
6. In the Get all the details into QuickBooks Desktop window, review the information screen and then follow the on- instructions to complete the process or press the Start working menu.

Next, let’s go ahead and restore the copy of the company file. For detailed instructions, follow the recommended steps in the following article: How do I?

Reach out to me if you need further assistance while working in QuickBooks. I’m here to help and make sure you’re taken care of. Have a good one.