QuickBooks user roles are customisable permissions you can give to your team which can limit access to specific tasks and areas within QuickBooks. This article will teach you about:
Different user roles available in QuickBooks Online
User roles are either billable or non-billable. Billable users count toward your user limit, while non-billable users don’t. Learn more about user limits for your subscription here. You can also invite your accountant as a firm user so they can review your QuickBooks company file.
Roles that count toward user limits
Primary admin
The primary admin is the main user who has access to every part of the QuickBooks account. They can manage all users and other admin tasks. By default, the primary admin is the person who initially set up the account.
If you need to assign a new primary admin, you can transfer the role to another user.
Company admin
A company admin has access to every part of the QuickBooks account. They can do everything the primary admin can do, except edit or remove the primary admin's access.
Standard user
You can set different levels of access for this user. They can work with customers, sales, suppliers, and expenses. These users can enter timesheets, add users, update company info, or manage subscriptions.
Roles that don't count toward user limits
Track time only user
If you have employees or suppliers that need to track time, you can make them a track time only user. They can only enter timesheets for themselves. And they will only have access to timesheets and time reports.
This user role isn't available to QuickBooks Online accounts that are connected to QuickBooks Time. The track time only user role is removed when QB Time is integrated.
Different access rights for standard users
Primary admins and company admins get all access rights. When you assign the standard user role, QuickBooks lets you choose the user’s access rights. You can choose to give them all access, limited access, or none.
When you add a new standard user, you'll see what they can or can't do on the screen. Here's a summary of what the access options allow.
Standard all access
This user can see and do everything with:
- Customers and sales
- Suppliers and purchases
They can also:
- Add, edit, and delete employees
- Add, edit, and delete payroll transactions
- Change preferences
- View activity log
- Create, edit, and delete budgets
- Add, edit, and delete accounts
- Make deposits and transfer funds
- Reconcile accounts and make journal entries
- View all reports
- Turn on GST for the company
- Change the setup for existing GST information
- Make GST adjustments and file GST returns
- Set up multicurrency
- Perform home currency adjustments
- Forward receipts and bills from the email
Standard limited customers only
When you select Limited access, then Customers, the user can:
- Enter quotes, invoices, sales receipts, adjustment notes, and refunds
- Enter charges and credits
- Create and delete statements
- Receive payments from customers
- Add, edit, and delete customers, products, and services
- View customer registers and A/R reports
- View GST rates and agency settings
- Use and adjust GST in sales transactions and general journal entries (i.e. manually overriding calculated GST amounts)
- Add, edit, and delete currencies
- Edit exchange rates
This user can't:
- Add, edit, and delete accounts and quantity on hand
- View Account history
- See total income and expense amounts on Home, Supplier, and Customer pages
- Run tax reports or view tax history
- Complete or lodge BAS, or record a GST payment or refund
- Set up new, or change existing, tax agencies in Settings
- Set up multicurrency
- Perform home currency adjustments
Standard limited suppliers only
When you select Limited access, then Suppliers, the user can:
- Enter bills from suppliers
- Enter cash and credit card purchases
- Pay bills, write cheques, and view cheque detail reports
- Add, edit, and delete suppliers, products, and services
- View supplier and A/P reports
- View GST rates and agency settings
- Use and adjust GST in purchase, credit card, and banking transactions (i.e. manually overriding calculated GST amounts)
- Run tax reports or view tax history
- Complete or lodge BAS, or record a GST payment or refund
- Add, edit, and delete currencies
- Edit exchange rates
This user can't:
- Add, edit, and delete accounts and quantity on hand
- View account histories
- Set up new or change existing sales tax rates, sales tax methods, or agency settings
- Set up multicurrency
- Perform home currency adjustments
- See total income and expense amounts on Home, Supplier, and Customer pages
- Create, edit, and delete budgets
Standard limited customers and suppliers
When you select Limited access, then select both Customers and Suppliers, the user can:
- Enter quotes, invoices, sales receipts, adjustment notes, refunds, charges, and credits
- Create and delete statements
- Receive payments from customers
- Fill out timesheets for anyone
- Add, edit, and delete customers, suppliers, products, and services
- View customer registers
- View customer and A/R reports
- View supplier and A/P reports
- Enter bills from suppliers
- Pay bills, write and print cheques, and view cheques reports
- Make bills and purchases billable to customers
- Enter cash and credit card purchases
This user can't:
- Add, edit, and delete accounts and quantity on hand
- View account history
- See total income and expense amounts on the Home, Supplier, and Customer pages
- Create, edit, and delete budgets
Standard no access
This user can't use any of the accounting features in QuickBooks Online. They can only submit timesheets.
Different user settings for standard users
After you’ve chosen a standard user role’s access rights, you’ll also be able to select their user settings. You can give them permission to manage users, edit company info, or manage subscriptions. Or you can choose a view-only option or no permission at all.
