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Intuit
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Add and manage custom roles in QuickBooks Online Advanced

Find out how to add and manage custom roles in QuickBooks Online Advanced.

With custom roles, you can manage user access in QuickBooks and give users only the access needed for their role. Choose what users can see and do within different areas of QuickBooks like banking, sales, payroll, or expenses.

When you set up a new role, you have the choice to:

  • Create a new role and choose what the role can access.
  • Choose a predefined custom role, like Sales Manager or Expense Manager.
  • Choose from the list of QuickBooks roles, like Company admin or Time tracking only.

Note: Only the master admin can manage users. If you need to be the new master admin, find out how the current master admin can transfer the role to you.

How to assign a role to a new user

If you have a new user, you’ll need to add them to QuickBooks and assign a role.

  1. Select the Gear ⚙️ icon, then select Manage Users.
  2. Select Add user.
  3. Depending on the role you’d like to assign to the user, you’ll:
    1. Select Create new role and choose what the user can access in QuickBooks, then select Next.
    2. Select from the list of custom roles, then select Next.
    3. Select a QuickBooks role, then select Next.
  4. Enter the user’s name and email address, then select Save.

The user will get an email invite from quickbooks-email@intuit.com, and will need to select Let’s go! to sign in.

How to add a new role

If you’d like to create a new custom role, you’ll just need to add the role and choose the different areas the role can access.

  1. Select the Gear ⚙️ icon, then select Manage Users.
  2. Select the Roles tab, then select Add role.
  3. Choose what the user role can access in QuickBooks, then select Next.
  4. Enter a Role name and Description, then select Save.

How to edit access for a role

If you’d like to make changes to the access for a role, you can edit it at any time.

  1. Select the Gear ⚙️ icon, then select Manage Users.
  2. Select the Roles tab, then select Edit from the Actions column.
  3. Choose what the user role can access in QuickBooks, then select Next.
  4. Enter a Role name and Description, then select Save.

Note: If a user associated with a role hasn’t accepted the invite, they’ll need to accept the invite or be deleted before you can continue editing the role.

How to edit a user’s role

Sometimes your user’s roles will change or you may need to allow a user more access, here’s how to edit a user’s role.

  1. Select the Gear ⚙️ icon, then select Manage Users.
  2. Select the Users tab, find the user then select Edit from the Actions column.
    1. Choose a custom role, then select Save.
    2. Choose from the list of QuickBooks roles available, then select Save.
    3. Select Add new role if you want to create a new role, then choose what the user can access in QuickBooks.
  3. Enter a Role name and Description, then select Save.

How to activate or deactivate a user’s role

If you need to activate or deactivate a user role, you can do it from the options menu.

  1. Select the Gear ⚙️ icon, then select Manage Users.
  2. Select the Users tab, then select Options ▼ from the Actions column.
  3. Select Make active or Make inactive.

Note: Before making the role inactive, you have to assign any associated users to a different role

Banking

This user can only see the Bank Deposit screen. They can’t see any other banking screen or view banking transactions.

User-added image

Note: To help keep your books in order, we recommend giving this user access to sales transactions too.

Sales

This user can’t see or do anything with Customers and Sales.

User-added image

This user can:

  • Enter estimates, invoices, sales receipts, credit memos, and refunds
  • Enter charges and credits
  • Create and delete statements
  • Receive payments from customers
  • Fill out time sheets for anyone
  • Add, edit, and delete customers, products, and services
  • View tax rates and agency settings
  • Use and adjust tax in sales transactions and general journal entries, including manually overriding calculated tax amounts
  • Add, edit, and delete currencies
  • Edit exchange rates

They can't:

  • Print checks (including refunds)
  • Make bills and purchases billable to customers
  • Add, edit, and delete accounts and quantity on hand
  • View bank registers
  • See total income and expense amounts on Home, Vendor, and Customer pages
  • Run tax reports or view tax history
  • Prepare or file a sales tax return, or record sales payments
  • Set up new or change existing tax agencies or settings
  • Set up multicurrency
  • Perform home currency adjustments
  • View all reports
Note: If this user is also responsible for receiving customer payments, we suggest giving them permission to record bank deposits too.

Note: This also includes access to all products and services, and customers.Invoice: This user can only create, edit, and send invoices. They won't be able to apply billable time, expenses, or delayed credits and charges with invoice-only access.Estimates: This user can only create, edit, and send estimates.

Expenses

User-added image

This user 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 tax rates and agency settings
  • Use and adjust sales tax in purchase, card, and banking transactions, including manually overriding calculated sales tax amounts
  • Prepare or file a sales tax return, or record sales tax payments
  • Add, edit, and delete currencies
  • Edit exchange rates

They can't:

  • Add, edit, and delete accounts and quantity on hand
  • View bank registers
  • Set up new tax agencies or change tax settings
  • Set up multicurrency
  • Perform home currency adjustments
  • See total income and expense amounts on Home, Vendor, and Customer pages
  • View all reports

Reports

This user can view common sales and customer reports, such as:

  • Sales Performance
  • Product/Service List
  • Terms List

Note: This doesn't include access to advanced reports or company financial reports, like Balance Sheet and Profit and Loss.

This user can view common sales and customer reports, such as:

  • Accounts Payable
  • Bill Payment List
  • Vendor Balance
  • Check Detail
  • Expenses by Vendor Summary
  • Purchases by Product/Service Detail
  • Purchases by Vendor Detail
  • Transaction List by Vendor
  • Vendor Contact List

Note: This doesn't include access to advanced reports or company financial reports, like Balance Sheet and Profit and Loss.

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