Change your team's admin access in QuickBooks Online Accountant

Learn how to change user permissions for firm info and client companies.

Accountants can manage team members’ access to their clients using roles based access. Manage and customize employee access to the firm’s books with more permissions to decrease the risk of viewing sensitive info. Also restrict actions to specific employees within the firm.

Or, if you need to add, edit, or remove team members, learn how to manage users of your firm.

Here's how to change permissions so each team member has the access they need for their role.

Change your team's access to firm info

1. Sign in to QuickBooks Online Accountant as an admin, or a user with full access permissions.
2. Go to the Team menu.
3. Find the team member and select Edit in the Action column.
4. In the Access to your firm’s QuickBooks section, select the dropdown ▼ to choose a default or custom role.
5. To grant or deny more granular access to firm features, select an option, such as Sales, Expense, Inventory, or Payroll to expand access controls.
6. Check or uncheck View, Create, Edit, and Delete capabilities as needed.
7. When you’re done, select Save.

See more info about user roles and access in QuickBooks Online and custom firm roles in QuickBooks Online Accountant.

Change your team's access to client's books

You can assign specific roles to any team members and limit what they can do in the client's books.

1. Sign in to QuickBooks Online Accountant as an admin, or a user with full access permissions.
2. Go to the Team menu.
3. Find the team member and select Edit in the Action column.
4. Find the client you want to grant access for and select Assign access from the Action column.
5. Select the role permissions for the client.
6. Select Save.

You can also select multiple clients and assign access if you know the team member will need the same role permissions for each.

This gives them full admin access to manage the client's QuickBooks accounting data. If your team member needs more access, here's how to transfer the primary admin role.

Predefined roles for QuickBooks Online Plans

Client access roles	Advanced	Plus	Essentials	Simple Start	Ledger
Company admin With this role you can see and do everything. This includes sending money, changing passwords, and adding users. Not everyone should be an admin.
Company admin (can’t pay bills) You can see and do everything without bill payment privileges.
Standard all access You get full access without admin privileges, plus access to Payroll.
Standard all access without payroll Get full access without admin privileges.
Standard limited customers only See and do everything with Customers and Sales.
Standard limited vendors only See and do everything with Vendors and Purchases.
View company reports See all reports except the ones that show payroll or contact info.
Payroll Manager Manage employees, run payroll, and do other payroll tasks.
Bookkeeper See and do everything with Customers and Sales, and Vendors and Purchases.
Bill clerk Add bills and mark bills as paid, but you can’t approve or pay bills.		(with Bill Pay Elite subscription)	(with Bill Pay Elite subscription)
Bill approver Approve bills but you can’t pay bills or take any other action related to bills or payments.		(with Bill Pay Elite subscription)	(with Bill Pay Elite subscription)
Bill payer View and pay bills, and edit vendor info. But you can’t add bills or take any other action related to bills.		(with Bill Pay Elite subscription)	(with Bill Pay Elite subscription)

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