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Level 2

Restrict employees access to Items List

I would like for an employee to be able to enter their time in QuickBooks, but not have access to the Items List which has the my billing rates on it.

QuickBooks Team

Restrict employees access to Items List

I can help you with that, @ShelleChristmasCPA.


We can set up your employees for time tracking only. This way, they'll be able to enter their timesheets, import and exporting Timer data, and run Time reports. Here's how:


  1. Go to the Company menu, then select Set Up Users and Passwords.
  2. Choose Set Up Users.
  3. From the User List window, click Add User.
  4. Enter the User Name and Password for the user, then click Next.
  5. Click Selected areas of QuickBooks radio button, then select Next.
  6. Look for Time Tracking by clicking the Next button, then tick the Full Access radio button.
  7. Click the Finish button to complete the process.

If you're using QuickBooks Enterprise, you can refer to this link in adding users and restrictions: Create and manage roles.


For reference, check out this article on how to create timesheets: Create and print timesheets.


Stay in touch with us here in the Community if you have other questions. I'm always here to help you out. Have a great day!

Level 2

Restrict employees access to Items List

This did not answer my question.  I understand how to set up a User with restrictions.  I am trying to set up a user to NOT have access to view the Item Lists that state my billing rate.

QuickBooks Team

Restrict employees access to Items List

Hello, @ShelleChristmasCPA.


Let me share some information about user restrictions.


Setting up user restrictions is important in terms of running your business. Restricting user’s permissions also helps in limiting the error in your data, it is more like setting up privacy for specific transactions and securing from other users.


With that being said, setting up a user that has no access to the item list in QuickBooks Desktop is not available. As an admin, you can restrict the following main areas in QuickBooks Desktop such as:


  • Financial reports
  • Sensitive company data like bank accounts, customer credit cards, and other capital-related information.
  • Change or delete transactions.
  • Any access to sale or Payroll data.


For additional information about user restrictions, this article serves as a guide on how to add, edit, and troubleshoot QuickBooks Desktop User login and restrictions. User and Restrictions.


If you need further assistance with User and restrictions, feel free to leave a comment below. I am here to help. Take care and keep safe. 

Level 2

Restrict employees access to Items List

I have sent feedback to Intuit.  Hopefully they will address this. Thank you.

Level 1

Restrict employees access to Items List

Yes, Yes please have a restrict item list access.  It is too risky when employees can change sales tax status!  

Level 1

Restrict employees access to Items List

YEs, we need to have user access limitations to the items list.  An employee can change the sales tax and that really messes up things!!

QuickBooks Team

Restrict employees access to Items List

Thanks for reaching out to the Community, Sharof.

I can certainly understand how a feature for restricting users from accessing your item list could be useful and have submitted a feature request about it as of today.

You can additionally submit your own feature requests while using QuickBooks.

Here's how:

  1. In your top menu bar, go to Help, Send Feedback Online, then Product Suggestion....
  2. Choose a Type of Feedback and Product Area (optional) from the available drop-down menus.
  3. Enter any suggestions/feedback in your Here is my suggestion: field.
  4. If you'd like, include your name/email in the My name is: (optional) and My e-mail address is: (optional) fields.
  5. Select Send Feedback.


Your feedback's definitely valuable to Intuit. It will be reviewed by our Product Development team and considered in future updates. You can stay up-to-date with the latest news about your product by checking out the QuickBooks Blog.

If there's any questions, I'm just a post away. Have a great day!

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