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Add and manage users in QuickBooks Online

SOLVEDby QuickBooksQuickBooks Online2604Updated 1 month ago

Learn how to add, manage, or delete user profiles.

Add users to help with your company's operations and bookkeeping. Customize each role and provide individual permissions for specific tasks. You can also give your accountant access to review your QuickBooks company.

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. 

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

To watch more how-to videos, visit our video section.

Add a new user

  1. Select Settings
  2. Select Manage users.
  3. Select Add user.
  4. Select a user type. Then select Next.
  5. Select the access rights for the user. Then select Next.
  6. Select the user settings, if applicable. Then select Next.
  7. Enter the user’s name and email address. Then select Save.

New users receive an invite to join the company. Ask them to select the link in the email. They can create a new Intuit Account or just sign in if they already have one.

Manage user role or permissions

  1. Select Settings ⚙.
  2. Select Manage users.
  3. Find the user you want to edit. Then select Edit in the Action column.
    • You can change the User type ▼.
    • Select the user settings you want to manage (if applicable).
      userSettings_QBO_US_Ext_022522.png
  1. Select Save.
  2. Ask the user to sign out and sign in again into QuickBooks Online to see the updates.

You can't edit the Time tracking only roles. Instead, delete them, then add them again with the correct role.

Delete a user

When you delete a user it’s permanent. But you can still view their history in the audit log.

  1. Select Settings ⚙.
  2. Select Manage users.
  3. Find the user you want to delete. Then select the arrow icon ▼ in the Action column.
  4. Select Delete.
  5. In the confirmation window, select Delete again.

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