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Intuit
43 helpful votes

Add and manage custom users

Learn how you can have more control over what users see and do in different areas of QuickBooks.

QuickBooks Online Advanced lets you add custom users, so you can give specific levels of access that match a user's role in your business. Choose what they see or do in areas like banking, sales, expenses, or reports.

Note: You can upgrade to QuickBooks Online Advanced to use this feature.

Follow the steps below, or watch this video tutorial to add a custom user:

Not an admin? Only the master or company 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.

Add a custom user

  1. Go to your Manage Users screen.
  2. Select Add userNote: You can also edit an existing user to give them custom access.
  3. Select Custom user, then select Next.
  4. Choose what the user can see and do in different areas of QuickBooks.
  5. Enter your new user’s name and email address, then select Save.

Your new user will get an email from quickbooks-email@intuit.com inviting them to your business. They need to select the “Let’s go!” link and sign in.

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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