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Intuit

How to access QuickBooks Desktop files with One Intuit Account in Accountant versions

Learn how to access and manage your clients files with your One Intuit Account.

When you create or connect an Intuit account to your QuickBooks Desktop company file(s), it gives you:

  • An extra layer of security and protection.
  • Secure, single user ID and password you can use to access all of Intuit’s products, including Payroll, Payments, Time tracking, and more.
  • Access to new features and benefits such as Receipt management (new for QuickBooks Plus 2021 and QuickBooks Enterprise 21).

What this means for accountants

If your client or you haven't already linked an Intuit account to the file, you may see a prompt to do so. Learn what to do if you don’t use the accountant edition of QuickBooks with a company file you get from your client.

Scenario 1: You successfully sign in to the company file with a request to set up the Intuit Account.

You may see the Intuit account window asking for your role with the company file. In this case, your client needs to link their Intuit account to their company file.
IntuitAcct_yourRole.png

If you’re an accountant reviewing your client's file, select You sign in on your client’s behalf to manage the financial actions of this company file

QuickBooks asks you for more info to help your client set up an Intuit account for this file.
IntuitAcct_emailRequest.png

After you provide your client’s email, and your own, select Proceed, then OK on the confirmation screen. You can now work in the file. 

If you’re an accountant that does everything for your client, you may want to choose You’re the admin who owns or manages the company file. Only choose this option if you own or manage the company and its financial actions. Then enter your email address and select Proceed. Enter your Intuit account password and then Sign In.

You can now work in the file.

Scenario 2: No prompt for Intuit account setup or login

If you’re not asked for Intuit account setup or to sign in, you can continue to use the Company file as you normally would.

We recommend these best practices

For QuickBooks 2021, 2020, or 2019, update to the latest release of QuickBooks.

Once you sign in to the company file, use the F2 key on your keyboard to see the product info page. You’ll see the Intuit account info for the company file under Services Information. An email address next to the Intuit account primary admin means your client has already linked the company file to an Intuit account.
F2prodInfo.png

Frequently asked questions

Q: When did these changes happen for Intuit account user management?

A: We made this change with small business users in 2020 with non-Accountant versions (2021–2018), and in 2021 we made the change to Accountant versions (2021–2018).

Q: Why did Intuit choose to add the Intuit account login?

A: An Intuit account is the account you use to access any of Intuit's current and future products. When you link an Intuit account per company file, customers will experience:

  • An extra layer of security and protection.
  • Secure, single login for access to all of Intuit’s products, which includes Payroll, Payments, Time tracking, and more.
  • Access to new features and benefits such as Receipt management (new for QuickBooks Plus 2021 and QuickBooks Enterprise 21).

Q: What's the difference between my QuickBooks login and an Intuit account login?

A: When you sign in to your QuickBooks Company file, you get access to basic QuickBooks features. You can create an invoice or pay your bills. When you sign in to your Intuit account, you have access to all Intuit services such as Payments, Payroll (Direct Deposit and Workforce), Tsheets time tracking, Receipt Management, (new for QuickBooks Plus 2021 and QuickBooks Enterprise 21) and more.

For more info, check out the QuickBooks Blog entry for Intuit Account for QuickBooks Desktop.

Q: Are all accountants and clients required to use an Intuit account?

A: We recommend each QuickBooks user have their own Intuit account credentials, which enhances your security and gives you access to all your Intuit account benefits and features like Payroll, Payments, TSheets and more. 

Q: Can I opt out of the Intuit requirement to set up an Intuit account for every client? 

A: We recommend accountants or clients link or create an Intuit account for each QuickBooks Desktop file you sign in to with admin rights. 

An Intuit account provides:

  • An extra layer of security and protection.
  • Secure, single login for access to all of Intuit’s products, which includes Payroll, Payments, Time tracking, and more.
  • Access to new features and benefits such as Receipt management (new for QuickBooks Plus 2021 and QuickBooks Enterprise 21).

You don't need an Intuit account for any other user other than the QuickBooks admin.

Q: I create company files for my clients. What happens when I then deliver the file to my client?

A: When you set up and link the Intuit account for a file and then provide it to your client, we recommend the Intuit account primary admin privileges are also transferred to the client. There can only be one Intuit account admin. More than likely, that should be your client since you started the file for the client’s business. 

Q: What happens when we need to send a backup file to a client? What happens when we need to create an accountant’s copy?

A: There's no impact on the backup file or accountant’s copy you send to the client. 

Accountants and clients with different Intuit accounts don’t prevent you from doing your administrative tasks.

Q: Is there an option to permanently remember or save the Intuit user ID?

A: There's no QuickBooks option to remember or save your Intuit account user ID. To maintain a balance between convenience and security, a user should sign in to an Intuit account once every 180 days.

Q: Is there a disadvantage to using the same Intuit account user ID that I use for QuickBooks Online Accountant? 

A: No. We recommend you create or sign in to a single Intuit account across all Intuit products.

You only need Intuit account credentials for use in your client files when you sign in as an admin. We recommend your client create an External Accountant user for you so you won't get Intuit account prompts.

Q: What happens if I don't get the Intuit Account verification emails? 

A: Check your junk and spam folders and see if they might have ended up there. If you still can’t find them, contact us.

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