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Add clients to QuickBooks Online Accountant

by Intuit•52• Updated 1 week ago

Learn how to add clients to your firm.

Getting a new client is great. Connecting to clients through QuickBooks makes doing their bookkeeping even easier. Add them to your firm so you have their info. You can also make direct edits to clients' accounts directly if they invite you to be their accountant.

Here's how to add clients who already have QuickBooks Online or Self-Employed. We'll also show you how to add clients who are brand new to QuickBooks.

If your client already has QuickBooks Online or Self-Employed, ask them to invite you to become their accountant:

  1. Ask your client to send the invite to the email address you use for your QuickBooks Online Accountant firm.
  2. Open the invite email and select the Accept Invitation link.
  3. Sign in with your user ID and password.
  4. If you have multiple QuickBooks Online Accounting firms, select the one you want to connect your client to.

When you accept the invite, QuickBooks connects their accounts to your firm and adds them to your client list. You can now review and make edits to their books.

If you can't connect, don't worry. Here's what to do if you can't accept their invitation.

Transfer clients with existing QuickBooks subscriptions to your ProAdvisor Preferred Pricing plan

If a client wants to become part of your ProAdvisor Preferred Pricing plan but already pays for their subscription, follow these steps to transfer their subscription.

The Primary Admin can follow these steps in their QuickBooks Online company:

  1. Go to Settings Settings gear icon. and select Account and settings.
  2. Select the Billing & subscription, then Allow billing transfer to your accountant link.
  3. Select the name of the accounting firm you want to transfer billing to.
  4. Once done, select Allow transfer.

Note: Once the client gives you permission, you have two days (48 hours) to finish the transfer.

Once the client has provided permission, follow these steps to transfer their subscription.

Note: If your client has the following products, active or canceled, attached to their QuickBooks Online subscription, you can't add them to your ProAdvisor Preferred Pricing program:

  • QuickBooks Live Bookkeeping
  • QuickBooks Online Contractor Direct Deposit
  • FormFly

You can add clients to your ProAdvisor Preferred Pricing plan and subscribe to QuickBooks for them. This lets you pick the products that best fit their needs. Learn more about ProAdvisor Preferred Pricing.

  1. Sign in to QuickBooks Online Accountant.
  2. Select Add client.
  3. In the Client contact information section, enter info such as your client’s business name, email address, mobile phone number, and whether they are an individual or a business.
  4. In the Product subscription section, choose both the Yes, add a subscription and ProAdvisor discount options. Then, select Next.
  5. Select a QuickBooks Online plan for your client, then review the plan’s pricing on the following screen. Select Change if you want to choose a different plan, or select Next to continue.
  6. Optionally, choose to add QuickBooks Online Payroll and/or QuickBooks Time products. Then, select Next.
  7. On the Checkout screen, review your order and the total we’ll bill your firm. You can delete products, change billing plans, and also assign yourself as the Primary Admin if you and your client agree. If all looks good, select Place order.

You can also give clients a direct discount and let them handle their own billing and subscription.

  1. Sign in to QuickBooks Online Accountant.
  2. Select Add client.
  3. In the Client contact information section, enter info such as your client’s business name, email address, mobile phone number, and whether they are an individual or a business.
  4. In the Product subscription section, choose both the Yes, add a subscription and Direct discount options. Then, select Next.
  5. Select a QuickBooks Online plan for your client, then review the plan’s pricing on the following screen. Select Change if you want to choose a different plan, or select Next to continue.
  6. Optionally, choose to add QuickBooks Online Payroll and/or QuickBooks Time products. Then, select Next.
  7. On the Checkout screen, review your order and the total we’ll bill your client. You can delete products, change billing plans, and also assign yourself as the Primary Admin if you and your client agree. If all looks good, select Place order.

QuickBooks connects their accounts and adds them to your client list. You can now review and make edits to their books.

Even if your client doesn't have QuickBooks, add them to your firm so all of your clients' info is in one place:

  1. In QuickBooks Online Accountant, go to the Clients menu.
  2. Select Add client.
  3. Select Business or Individual.
  4. Enter your client's info.
  5. In the Product subscription section, select No subscription needed.
  6. When you're done, select Save.
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