User roles and access rights

You can access everything in the account, including admin tasks like changing people's permissions and roles.

• When you first set up the account, you are assigned the primary admin role. The primary admin can also give people the company admin role.
• If you are a company admin, you can't change or reassign the primary admin role.
• Only admins can add, edit, or remove admins.

You can do everything related to customers, sales, suppliers, and purchases. You can also:

• Add, edit, and delete employees
• Change preferences
• View activity log
• Create, edit, and delete budgets
• Add, edit, and delete accounts
• View and categorise online bank feeds
• Make deposits and transfer funds
• Reconcile accounts and make journal entries
• View all reports
• Manage GST data and settings
• Access and manage aspects of currency and multicurrency
• With QuickBooks Online Payroll manage payroll

Note: In QuickBooks Online Accountant, you can also be assigned the Standard all access role to people you want to review your company info like your accountant. This lets them access their clients' companies who have QuickBooks Online Advanced.

Note: This role was renamed from “Standard all access without payroll” in May 2024.

You can do everything related to customers, sales, suppliers, and purchases. You can use all bookkeeping, account tools, and financial reports. You can also:

You can’t do payroll, manage other roles, or do admin tasks.

• View activity log
• Create, edit, and delete budgets
• Add, edit, and delete accounts
• View and categorise online bank feeds
• Make deposits and transfer funds
• Reconcile accounts and make journal entries
• View all reports except payroll reports
• Manage GST data and settings
• Access and manage aspects of currency and multicurrency

Note: This role was renamed from “Standard limited customers only” in May 2024.

You can do everything related to customers, sales, and accounts receivable (A/R) reports. You can also:

• Enter quotes, invoices, sales receipts, adjustment notes, and refunds
• Enter charges and credits
• Create and delete statements
• Receive payments from customers
• Fill out timesheets for anyone
• Add, edit, and delete customers, products, and services
• Enter bank deposits (since May 2024)
• View customer and A/R reports
• View GST rates and agency settings
• Use and adjust GST in sales transactions and general journal entries (such as manually overriding calculated GST amounts)
• Add, edit, and delete currencies
• Edit exchange rates
• Add, edit, and delete projects
• Add invoices, time, project quotes, and receive payments to projects

You can't:

• Print cheques (including refunds)
• Make bills and purchases billable to customers
• Add, edit, and delete accounts and inventory
• View account histories
• See total income and expenses on home, supplier, and customer pages
• Prepare and file a GST return and record sales payments
• Set up multicurrency
• Perform home currency adjustments
• Add expenses, bills, and purchase orders to projects

Note: This role was renamed from “Standard limited suppliers only” in May 2024.

You can see and do everything with expenses, suppliers, and accounts payable (A/P) reports. You can:

• Enter bills from suppliers
• Enter cash and credit card purchases
• Pay bills, write cheques, and view cheque detail reports
• Print cheques (except refunds)
• Add, edit, and delete suppliers, products, and services
• View supplier and A/P reports
• View GST rates and agencies
• Use/adjust GST on purchase, card, and banking transactions, including overriding calculated GSTamounts)
• Run GST reports or view GST history
• Prepare and file GST returns and record GST payments
• Add, edit, and delete currencies
• Edit exchange rates

You can't:

• Add, edit, and delete accounts and inventory
• View account histories
• Set up new tax agencies or change GST settings or change existing GST rates, tax methods, or agency settings
• Set up multicurrency
• Perform home currency adjustments

You can submit timesheets, but nothing else.

You can do everything related to customers, sales, suppliers, and purchases. You 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 accounts payable (A/P) reports
• Enter bills from suppliers
• Pay bills, write and print cheques, and view cheque reports
• Make bills and purchases billable to customers
• Enter cash and credit card purchases
• Add, edit, and delete projects
• Add invoices, expenses, bills, time, purchase orders, project quotes, and receive payments to projects

You can't:

• Add, edit, and delete accounts and inventory
• View account histories
• See total income and expense amounts on home, supplier, and customer pages

You can do sales transactions and see, edit or add customers.

You can do expense transactions and see, edit or add suppliers.

You can only do inventory and see, edit or add suppliers.

You can do payroll, expenses, and payroll reports.

Custom roles let you create your own roles and define access to specific areas in QuickBooks Online. This gives you even more control on what your team can see or do.

You can see all reports, except reports that show payroll or contact info. You can create custom reports, and add report groups, but can’t view the actual transactions. 

You can’t access the audit log.

Note: This role isn’t available to QuickBooks Online accounts that are connected to QuickBooks Time. If you integrate QuickBooks Time, this role is removed.

You can do timesheets and time reports, and enter timesheets for yourself.