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Add and manage users in QuickBooks Online

Learn how to add, manage, or delete user profiles.

QuickBooks Online lets you add users who help with your company's bookkeeping. You can give each user certain permissions to do specific tasks. Your subscription level determines how many users you can add. Learn more about user limits by subscription.Here's how to add or edit users in QuickBooks.

Tip: To give an accountant access to review your QuickBooks company, you can invite them as a firm user.

Learn about user permissions


Each user you add to QuickBooks has a certain permission level. This determines what they can or can't do. Learn more about user types and managing their permissions.

Add a new user

Only users with the right permissions can manage user profiles in QuickBooks Online. If you need to, here's how to change the primary admin for your company.

  1. Sign in to QuickBooks with a user profile that has permission to manage users.
  2. Select Settings
  3. Select Manage users.
  4. Select Add user.
  5. Select a user type. Then select Next. Note: Some roles count toward your user limit.
  6. Select the access rights for the user. Then select Next.
  7. Select the user settings, if applicable. Then select Next.
  8. Enter the user’s name and email address. Then select Save.

This sends the user an email invite to join your company. Ask them to click the link in the email. Then, they can create a new Intuit account or just sign in if they already have one.

Manage user role or permissions

  1. Sign in to QuickBooks with a user profile that has permission to manage users.
  2. Select Settings ⚙.
  3. Select Manage users.
  4. Find the user you want to edit. Then select Edit in the Action column.
  5. In the User type drop-down ▼ menu, select the new user type.
  6. Select the user settings, if applicable.
  7. Select Save.
  8. Ask the user to sign out and sign in again into QuickBooks Online to see the updates.

Certain users don't count towards your user limit, like the Reports only or Time tracker roles. You can't edit these user permissions. If you need to edit that user, simply delete them. Then add them again with the correct role.

Delete a user

Keep in mind, deleting a user is permanent. But you can still view their history in the audit log.

  1. Sign in to QuickBooks with a user profile that has permission to manage users.
  2. Select Settings ⚙.
  3. Select Manage users.
  4. Find the user you want to delete. Then select the arrow icon in the Action column.
  5. Select Delete.
  6. In the confirmation window, select Delete again.

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