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Intuit

Different levels of access for firm users

Learn about the different levels of access within QuickBooks Online Accountant.

In QuickBooks Online Accountant, Firm Owners and users with admin access can specify the access of other users within the firm. The three levels of access are:

  • Full
  • Basic
  • Custom

Within each category, you can modify the settings to provide the desired access for the user.

Frequently Asked Questions

Here are the most common questions about the different access levels in QuickBooks Online Accountant.

 

Full Access user has access to accounting features, and books including:

  • Add, edit, and remove users
  • Add, edit and remove clients
  • Edit company settings of the firms
  • Manage subscriptions
  • View subscription alert messages
  • The firm's accounting features, including books
  • Assign and remove client access from team members
  • Reassign lead role to other team members
  • Manage apps for clients
Note: Team members with access to client's company will have Administrative access to their books.

 

Basic Access user has administrative access to client QuickBooks, but can't access the following:

  • Add/Edit clients
  • Add/Edit members
  • The firm's accounting features, including books
  • Subscription and billing
  • Subscription alert messages

The access level will change into Custom when the access level is set outside of Full or Basic access. Custom access can:

  • Custom access to administrative functions for the firm
  • Customer access to manage clients
  • Customer access to the firm's books
  • Administrative access to client QuickBooks
  • View only rights to team list
  • Customer access to work management

There are five access levels available within Customer Access:

  • None
  • View
  • Edit
  • Yes
  • No

FAQ on Customer Access

Here's an overview of the different customer access options.

Firm Administration

A user with view only access can view firm details such as as name and address, but can't edit the info.

Edit access is able to edit firm details, such as the firm's name and address.

Firm Users

  • The user doesn't have access to view or edit the team page.
  • The user can't view or edit client access for other users.

  • The user can view the team page, but can't edit.
  • The user can view and edit client access for other users.

  • The user can view and edit the team page.
  • The user can view and edit client access for other users.

Subscription and Billing

  • The user doesn't have access to view or edit subscription and billing info for the firm.
  • The user doesn't have access to view subscription alerts.

  • The user can view subscription and billing info for the firm, but can't edit..
  • The user can view subscription alerts

  • The user can view and edit subscription and billing info for the firm. The ability to edit subscription and billing info is limited to updating credit card info.
  • The user can view subscription alerts.

Firm Books

A user with Yes access can view customer financial details and balances within the firm's books.

Users with No level access can't view customer financial details of balances within the firm's books.

Users who have Yes access can view vendor financial details and balances within the firm's books.

A user who has No level access can't view vendor financial details or balances within the firm's books.

Managing Clients

A user who has Yes access to manage clients can:

  • Add clients to the Client list on the Dashboard
  • Make clients active or inactive

A user who has No level access to manage clients can't:

  • Add clients to the Client List on the Dashboard
  • Toggle active/inactive status

A user with "Yes" access can view customer financial details and balances, within the firm's books.

Users with "No" level  access can't view customer financial details of balances within the firm's books.

Users who have "Yes" access can view vendor financial details and balances, within the firm's books.

A  user who has "No" level access can't view vendor financial details or balances, within the firm's books.

Where can I find these settings?

How to view/edit Firm Administration and Books:

  1. From the left menu, select Team under Your Practice.
  2. Choose the name of the team member you wish to edit.
  3. In Edit select Firm Administration and Books.

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