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, vendors, 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 categorize online bank feeds
• Make deposits and transfer funds
• Reconcile accounts and make journal entries
• View all reports
• Manage sales tax data and settings
• Access and manage aspects of currency and multicurrency
• With QuickBooks Online Payroll, manage payroll

Note: In QuickBooks Online Accountant, you can assign the Standard all access (can’t pay bills) role to people you want to review your company info but not pay bills, like your accountant. This lets them access their clients' companies who have QuickBooks Online Advanced/QuickBooks Bill Pay Elite.

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

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

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

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

You can use all the bookkeeping transactions and tools. You can also:

• Enter estimates, invoices, sales receipts, credit memos, refunds, charges, and credits
• Create and delete statements
• Receive payments from customers
• Add, edit, and delete customers, products, and services
• View vendors
• View customers and accounts receivable (A/R) reports
• View vendor and accounts payable (A/P) reports
• Enter bills from vendors
• Pay bills, write and print checks, and view check reports
• Enter cash and credit card purchases
• Add, edit, and delete projects
• Add invoices, expenses, bills, time, purchase orders, project estimates, and receive payments to projects

You can't:

• View financial reports like Profit and loss (P&L), balance sheet, or cash flow
• Access budges
• Approve bills or pay bills online
• Manage and run payroll
• Add, edit, or delete vendors

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:

Note: This role was originally the “Standard limited customers only.” It was renamed May 2024 and given the ability to record bank deposits.

• Enter estimates, invoices, sales receipts, credit memos, 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 tax rates and agency settings
• Use and adjust sales tax in sales transactions and general journal entries (such as manually overriding calculated tax amounts)
• Add, edit, and delete currencies
• Edit exchange rates
• Add, edit, and delete projects
• Add invoices, time, project estimates, and receive payments to projects

You can't:

• Print checks (including refunds)
• Make bills and purchases billable to customers
• Add, edit, and delete accounts and inventory
• View bank registers
• See total income and expenses on home, vendor, and customer pages
• Prepare and file a sales tax 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 vendors only” in May 2024.

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

• Enter bills from vendors
• Enter cash and credit card purchases
• Pay bills, write checks, and view check detail reports
• Print checks (except refunds)
• Add, edit, and delete vendors, products, and services
• View vendor and A/P reports
• View tax rates and agencies
• Use/adjust sales tax on purchase, card, and banking transactions, including overriding calculated sales tax amounts)
• Run tax reports or view tax history
• Prepare and file sales tax returns and record sales tax payments
• Add, edit, and delete currencies
• Edit exchange rates

You can't:

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

You can submit timesheets, but nothing else.

Note: You can’t assign this role to new people after May 2024.

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

• Enter estimates, invoices, sales receipts, credit memos, refunds, charges, and credits
• Create and delete statements
• Receive payments from customers
• Fill out timesheets for anyone
• Add, edit, and delete customers, vendors, products, and services
• View customer registers
• View customer and A/R reports
• View vendor and accounts payable (A/P) reports
• Enter bills from vendors
• Pay bills, write and print checks, and view check 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 estimates, and receive payments to projects

You can't:

• Add, edit, and delete accounts and inventory
• View bank registers
• See total income and expense amounts on home, vendor, and customer pages

Note: This role is only available for Intuit Enterprise Suite.

You have full access to projects, including project reports and transactions. You can:

• View, create, edit, and delete projects
• View the project overview page and key metrics like project profitability
• View, create, and edit and delete project cost estimates and change orders
• View transactions like invoices, sales receipts, payments, bills, expenses, checks, purchase orders, bank deposits, time charges.
• Manage project tasks
• View time activity
• Access all project-related reports
• Add and edit customers
• View vendors

You can't:

• Access company P&L, balance sheet, or other financial reports (requires separate permissions)
• Access employee paychecks (requires separate payroll permissions)
• Create or edit invoices, bills, purchase orders, expenses, checks (requires separate permissions)
• Modify vendors (requires separate permissions)
• Pay bills online (requires separate permissions)
• Access bank feeds, registers, and chart of accounts (requires separate permissions)

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

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

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

You can only access inventory and vendors.

Note: QuickBooks Online Accountant role only.

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 and Intuit Enterprise Suite. This gives you even more control on what your team can see or do.

You can approve bills. 

You can't pay bills or take any other action related to bills or payments.

You can add bills and mark bills as paid. 

You can't approve or pay bills.

You can view and pay bills, and edit vendor info. 

You can't add bills or take any other action related to bills.

Note: You need QuickBooks Online Payroll Elite as part of your QuickBooks plan to use this role.

You can do everything related to QuickBooks Online Payroll and QuickBooks Time. You can:

• Add, edit, delete employees
• Run payroll and view payroll reports
• Approve timesheets
• Manage benefits

You can't:

• Manage users
• View expenses, sales, banking, and company financials

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 or Intuit Enterprise Suite 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.

You can’t assign this role to vendors who track payments for 1099. If you need to track time for 1099 vendors, you can enter timesheets for them or add them as a user with a separate email address from the address assigned this role.

Note: This role is only available in QuickBooks Advanced or Intuit Enterprise Suite.

You can submit expense claims.

You can take payments through QuickBooks GoPayment, but can’t access QuickBooks Online or Intuit Enterprise Suite. Your payments will sync in real time with the QuickBooks Online or Intuit Enterprise Suite account.