QuickBooks Desktop Pro Assisted Payroll Permissions

Thanks for becoming part of the Community, RITSNicole.

The "Only the QuickBooks administrator or an external accountant can perform this action." message your user's seeing occurs when a user isn't an admin or external accountant. Only these two types of users have the ability to access the full payroll setup, which includes processing payroll. 

Your user with full access to Payroll and Employees can still utilize their change payment/filing method screens from the Payroll Center. If you'd like to make this user an administrator, you can transfer your primary administrative role to them, making yourself a secondary admin.

Here's how:

1. In your top menu bar, go to Company, Users, then Intuit Account User Management.
2. Choose the company file you're working with and press Continue.
3. From your Users tab, pick the current primary admin, then click Change primary admin under your Action column.
4. Use the displayed drop-down list to pick which user to transfer your role to.
5. Tick the available checkbox, indicating that you'll become a secondary admin.
6. Hit Verify.
7. Sign in to your Intuit account.
8. Confirm their invitation by selecting OK.

Next, you'll need to have the new primary administrator check their email for their invite. They'll need to select Accept Invite, then sign in using their Intuit account credentials. Afterwards, they'll become your new primary admin. This will enable them to access and utilize the full payroll setup.
 

I've included a detailed resource about transferring administrative roles that may come in handy moving forward: Transfer the primary admin role & become a secondary admin
 

If there's any additional questions, I'm just a post away. Enjoy the rest of your day!

Hi Zach! Thanks so much for this info.

However, I am running into another problem. When I open the Intuit account user management, the two other users are not listed there. Even stranger, two different employees in my company are listed, but they do not have a QuickBooks user account set up. How is this possible?

Hey there, @RITSNicole. 

Thanks for getting back to us. 

It sounds like you might be opening the wrong company file from where you originally made the user changes. I recommend double-checking that you're in the right file. Sometimes our users will have copies of their company files and save them in different locations on the computer. Basically, the files will have the same name, but be located in different spots in the computer. 

For example, if you were to have two copies of your company file (RITSNicole company file) and one was located in A and the other copy (RITSNicole company file) was located in B, but you've made your changes in the location A file, those changes will not reflect in location B. 

If you're unsure how to know that you're in the correct company file, you can always contact our Technical Support Team. There, an agent will have the tools available to review your account in a secure environment and remote into your computer to investigate. I've included some steps to contact support below. 

1. From the Help menu, choose QuickBooks Desktop Help. 
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2. In the pop-up window, click Contact Us at the bottom. 
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3. Enter your concern, then select Let's talk.
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4. Choose a way to connect with support (Chat, Callback, Etc.). 
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Please keep me posted and don't hesitate to let me know if you have further questions or concerns. Take care!