When installing QBO, do how do I set it up for our employees to log in?

Thank you for posting here in the Community, Mjl1030.

Yes, you can continue using your old login credentials. However, if you've already set up the login credentials for your employees, they can use it by signing in to their company files.

I've attached an article on what to expect when converting files from QBDT to QBO: Switch from QuickBooks Desktop to QuickBooks Online

In addition, if you want to switch back to QBDT from QBO, you can check this article link: Convert your QuickBooks Online data to QuickBooks Desktop

If you have more concerns about QuickBooks, don't hesitate to comment. I'm here to help you anytime. Take care.

What is the first login procedure? How do they find the company file for the first time?

Just to confirm if we have an employee log in as "Joe" they would use the same name "Joe" as the username and same password as they do in Quickbooks Desktop or do I have to somehow send them an invitation to the Quickbooks online file? I am just confused about how this will all start and how they will access the file for the first time.

Thank you for your prompt response, @Mjl1030.

When setting up employee access in QuickBooks Online (QBO), the initial step is to send them an invitation. To grant them access to your company file, make sure to add them as users by sending an invitation.

For detailed steps, I'll show you how:

1. Navigate to the Gear icon ⚙, and click on Manage Users.
2. Choose Add User, then enter the user’s name and email address.
3. Select the Roles ▼ dropdown, then select the role you want to assign to the user.
4. Review the features this role gives access to. You can expand each section.
5. Click the Account management settings you want to manage (if applicable for the chosen role). Note: If you select View all permissions, you’ll be able to review the list of features the user will not have access to.
6. Select Send invitation.

You can also read this article for more details: Add and manage users in QuickBooks Online.

I also suggest saving these additional articles related to this topic for future reference.

• What to do if invited users did not receive your email invitation in QuickBooks Online
• User roles and access rights in QuickBooks Online

If you need any further assistance or have any questions beyond accessing company files in QBO, please don't hesitate to reach out us. Have a wonderful day!