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myshem
Level 1

Grant access to clients to Payroll subscription

I purchased Payroll for accountant, for desktop, which has 50 EIN's.

I want to know if I can set up a user name for each client/EIN so not all my clients will be able to see another ein's when Thay/I'm login to the admin account 

 

 

Solved
Best answer September 13, 2021

Best Answers
BigRedConsulting
Community Champion

Grant access to clients to Payroll subscription

@myshem 

If your clients are doing their own payroll, then they need to have their own payroll subscription. I think this is a good case them to use the Basic Payroll subscription, which doesn't include tax forms.

 

There isn't a way for them to get their payroll out of one company file and into another one. Payroll can't be imported into a QuickBooks company file.

 

If you have the case where your clients create their own payroll but then want you to create and file their tax forms, then the way to do that is to have them use use a Basic Payroll subscription and then backup and send you their company file at tax time. When you open their file on a computer where you have validated your Enhanced Payroll for Accountants subscription, its properties and features take over and then you can create tax forms using their company file.

 

For the most part, creating tax forms doesn't change the company file, so there's nothing to send back to them.

 

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7 Comments 7
Catherine_B
QuickBooks Team

Grant access to clients to Payroll subscription

I can help you set up user logins for your clients, myshem.

 

QuickBooks Desktop Payroll can only support one company data file per EIN.  If you're an Enhanced Payroll for Accountants license owner, we recommend that you won't give your service keys to your clients so it won't cause your payroll subscription to be exposed. If you add a client to a specific company file, they can only see that company's EIN. 

 

Here's how to give access to your clients:

 

  1. Click the Company menu and choose Users.
  2. Select Set Up Users and Roles.
  3. Click New to add a new user. 

For more details on what permissions you can give, you can click here.

 

Feel free to click this link for more info about your payroll subscription: Add an EIN to existing Payroll Subscription.

 

I'm just around the corner if you need more help. Take care!

myshem
Level 1

Grant access to clients to Payroll subscription

What do you mean by not giving out your service keys?

Do you mean that if the client has a QB file I ( the accountant) should have a separate file for payroll?

because if the payroll is on the client's file he will anyway have access to the service key by clicking Control K.

please advice 

Mich_S
QuickBooks Team

Grant access to clients to Payroll subscription

Greetings, @myshem.

 

I'll share some information about setting up access for QuickBooks Desktop Payroll.

 

 

You're unable to set up a username for each client or EIN. That's because it's an Intuit account used when logging in to the company file. I suggest linking the client's Intuit account with the company file. Then, invite the accountant as an external accountant and approve the access. This way, they can use the payroll under the accountant.

 

To set up an External Accountant user in Pro/Premier:

  1. Go to the Company menu, Set Up Users and Password, and then Set up Users.
  2. Click on Add User. Enter the User NamePasswordConfirm Password, and then hit Next.
  3. Choose External Accountant and then hit Next.
  4. Click on Yes to give access to your new user and then select Finish.

To set up an External Accountant user in QB Enterprise:

  1. Go to the Company menu, Users, and then choose Users and Roles.
  2. Type in your Admin Password and then hit OK.
  3. From the User List, hit New.
  4. Type in a User ID and an optional Password.
  5. From Available Roles, click External Accountant role, and then hit Add.
  6. Type in the user’s email address, then hit OK.
  7. From the confirmation window, hit OK.

Additionally, the EIN list is shown on the account maintenance page. Make sure to use the accountant's Intuit account to view other EINs. If the accountant's login is not shared with the client, they can't view the EIN.

 

Please feel free to review these helpful articles to learn more about the payroll service key.

 

Send us a reply to this thread. We're always ready to help with any QuickBooks or payroll concerns. Take care!

BigRedConsulting
Community Champion

Grant access to clients to Payroll subscription

The Enhanced Payroll for Accountants subscription, just like the Standard and Enhanced and Assisted subscription (and QuickBooks itself, for that matter), is licensed only for you to use to manage payroll at your place of business for them (basically for you to be able to offer a small payroll service to your clients), perhaps in addition to keeping their books.

 

It is not to be used by your clients at their place of business within their own company files using their  copies of QuickBooks.

 

When used as licensed, there's no issue with either the new requirement to log into an Intuit account, or the older way where you (or anyone) could access and change your payroll subscription from within any QuickBooks company files that use your payroll subscription.

 

Basically you should never hand out your payroll subscription to others, because then they'll be able to access and change it. And because it violates the license. And now, I suspect, because if they correctly log into their intuit account, it may not even work.

myshem
Level 1

Grant access to clients to Payroll subscription

thanks, BigRedConsulting

 

if I can't give my clients the license on their Quick Books, How will they have accrued reported for payroll 

QB also doesn't have an option to export to clients the payroll data?!

 

AlexV
QuickBooks Team

Grant access to clients to Payroll subscription

Hi myshem!

 

Thanks for the reply. Let me explain how you can grant payroll to your clients.

 

You have an option to add your clients to your payroll subscription. This is only applicable if you're exclusively working on their payroll files.

 

Go to either of the following options:

  • Learn About Payroll Options under Employees menu
  • Order Payroll under Employees menu
  • Enter Payroll Service Key under Payroll option

 

Once done, you'll see a pop-up window to add the file to your payroll subscription. You can also check this link for more details: Managing payroll subscriptions for multiple companies.

 

Also, I added this you can check: Learn about QuickBooks Desktop Payroll. This includes videos on how to set up your payroll account and start using it.

 

Keep your posts coming if you need more help. Take care!

BigRedConsulting
Community Champion

Grant access to clients to Payroll subscription

@myshem 

If your clients are doing their own payroll, then they need to have their own payroll subscription. I think this is a good case them to use the Basic Payroll subscription, which doesn't include tax forms.

 

There isn't a way for them to get their payroll out of one company file and into another one. Payroll can't be imported into a QuickBooks company file.

 

If you have the case where your clients create their own payroll but then want you to create and file their tax forms, then the way to do that is to have them use use a Basic Payroll subscription and then backup and send you their company file at tax time. When you open their file on a computer where you have validated your Enhanced Payroll for Accountants subscription, its properties and features take over and then you can create tax forms using their company file.

 

For the most part, creating tax forms doesn't change the company file, so there's nothing to send back to them.

 

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