QuickBooksHelpIntuit

Add and manage users

by Intuit•1357• Updated 4 days ago

Add users to help with company operations and bookkeeping. You can customize each role and give individual permissions for specific tasks. You can also give your accountant access to your company’s books.

You can also manage (edit, change, remove) users for all your entities from the parent company in Intuit Enterprise Suite.

Note: Only users with the right permissions can manage user profiles in QuickBooks Online and Intuit Enterprise Suite. If you need to, here's how to change the primary admin for your company.

For a better experience, open this article in QuickBooks Online. Launch side-by-side view .

The QuickBooks design has been updated! If this video doesn't match what you see in QuickBooks, use the in-app Search bar to navigate to the page you need.

Get personalized help adding and managing users with QuickBooks Live.

You can add new users to your QuickBooks Online to help with your bookkeeping – including your accountant. You can give users specific roles and permissions so they can only do certain tasks or add new admins who can do pretty much everything. Let’s go over where to invite your accountant, what the primary admin is and how to change it. Then we’ll show you how to set up a new user, and the different user roles and permissions you have to choose from. To start, select Settings and Manage users. You’ll see all your users here…and your accountants here. To give your accountant access to your QuickBooks just add their email address and select Invite. The email and password you used to set up QuickBooks automatically becomes the Primary admin. The Primary admin can access all areas of QuickBooks, and set up other users, including additional admins that also have complete access to QuickBooks. The primary admin can also change who the primary admin is by finding another company admin and selecting Change primary admin’ The new primary admin must be an admin already, so you must set them up as a company admin or you can change their permissions here. Now let’s set up a new user. Select Add user. Note that the Simple Start plan does not include additional users, so you’ll need to upgrade to another plan if you want to add users. Type in your new user’s name and email. Then select the role you want them to have. There are several roles to choose from. For example, Company admins can do pretty much anything in your company, so be careful about who you set up as an admin. Other roles restrict what a user can see and do. Note that you’ll see extra roles if you have QuickBooks Advanced or Bill Pay. To see a role’s permissions, select it and you’ll see a description and exactly which areas of your QuickBooks users with that role will have access to and what they will be able to do. For some sections you’ll see checkboxes that will allow you to add or take away some permissions for that user. You can select different roles and review their permissions until you find the one you want. Select this link for a description of every role and what they can do so you can compare. Note that each QuickBooks plan comes with a user limit. These users count towards your user limit…and these users don’t Once you settle on a role select Send invitation QuickBooks sends your new user an email inviting them to sign in and work in your QuickBooks with the permissions you assigned them. If your user can’t find the email, select Resend invite. You can also edit your user’s permissions here or delete them if you need to. Now you can set up new users to help you share your work in QuickBooks.

Add a new user

Your subscription level determines how many users you can add. Certain roles don't count toward your user limit, like Reports or Time tracking only.

Go to Settings and select Manage users.
Select Add user, then enter the user’s name and email address.
Note: Special characters aren’t allowed other than a period on the user’s name. For the email field, only a period and the @ character are allowed.
Select the Roles ▼ dropdown, then select the role you want to assign to the user.
Review the features this role gives access to. You can expand each section.
Select the Account management settings you want to manage (if applicable for the chosen role).
Select Send invitation.

Note: If you’re having issues inviting an account, learn how to add to or remove your accountant.

Add a new user to multiple entities in Intuit Enterprise Suite

If you use Intuit Enterprise Suite with multiple entities, follow these steps to add and manage users.

Note: Only admins with access to multiple entities can add users to more than one entity at a time. Admins can only add users to entities they are admin for.

Go to Settings and select Manage users. By default, your manage users page reflects the entity you’ve signed in to.
Select Add user, then enter the user’s name and email address.
Note: Special characters aren’t allowed other than a period on the user’s name. For the email field, only a period and the @ character are allowed.
In the Company access section, use the dropdown ▼ to choose one or more companies you want to add the user to. Then, select Add company.
The companies you selected will appear in a list below. For each company, choose the role you want to assign to the user. Some roles, such as time tracking, may not be available. See the Notes after the steps for details.
(Optional) To review the features each role allows, select View permissions. You can expand each section to view more detailed permissions.
To assign the same role to multiple companies, check the boxes next to each company, then select Assign role in the actions menu bar. This is useful for batch actions.
After assigning and reviewing roles for each company, select Send invitation. Then confirm by selecting Send invite in the confirmation window to invite the user.

Notes:

Some roles aren't yet supported when adding a user to multiple entities.

To assign roles like Track time only and Track time and submit expense claims, you must sign in to the specific company or entity where you want to assign the user. You’ll also need to link the user to an employee or vendor record before inviting them‌ in.
When adding a user to multiple companies at once, you can only assign them to some preset roles and not customized roles.
- To assign a user to a custom role or preset role like project manager, sales manager, bill clerk, bill approver, bill payer, expense manager, payroll manager, and inventory manager, you need to select the role from the role ▼ dropdown next to the individual company.

Accept the invite

New users receive an invite to join the company. Ask them to select the Let’s go! link in the email to accept the invite. They can create a new Intuit account or just sign in if they already have one.

Manage user roles or permissions

In QuickBooks Online

Go to Settings and select Manage users.
Find the user you want to edit, then select Edit in the Action column.
- You can change the user role from the Roles ▼ dropdown.
- Note: Time tracking ‌roles can’t be edited. To change these, delete the user , and re-add them with the correct role.
Select the account management settings you want to manage.
Select Save.

Ask the user to sign out then sign back into QuickBooks Online to see the updates. If you have QuickBooks Online Advanced, here's how to manage user access.

In Intuit Enterprise Suite

With Intuit Enterprise Suite, you can add and manage users across multiple entities without having to sign in to each.

Go to Settings and select Manage users. By default, the user list reflects the entity you've signed in to.
Use the Users and roles for dropdown ▼ to choose a company and manage users and roles for that company.
Find the user you want to edit, then select Edit in the Action column.
- You can change the user role from the Roles dropdown ▼.
- Note: Time tracking ‌roles can’t be edited. To change these, delete the user , and re-add them with the correct role.
- To update view, create, edit, and delete permissions for list management and intercompany transactions, select Manage consolidated view permissions. Make the necessary changes and select Continue to save and return to the main Edit screen.
When finished, select Save.

You can add and manage custom roles by switching to the Roles tab. Read more on managing custom roles and the variety of control options.

Ask the user to sign out then sign back in to Intuit Enterprise Suite to see the updates.

Delete a user

When you delete a user, it’ll be permanent, though you can still view their history in the audit log.

Go to Settings and select Manage users.
Select the ellipsis icon on the user you want to delete, then select Delete.
Select Delete user from the pop-up window to confirm.

QuickBooks LedgerQuickBooks Online AdvancedQuickBooks Online EssentialsQuickBooks Online PlusQuickBooks Online Simple StartQuickBooks Solopreneur