Add and manage users

Add users to help with company operations and bookkeeping. You can customize each role and give individual permissions for specific tasks. You can also give your accountant access to your company’s books.

You can also manage (edit, change, remove) users for all your entities from the parent company in Intuit Enterprise Suite.

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

For a better experience, open this article in QuickBooks Online. Launch side-by-side view .

The QuickBooks design has been updated! If this video doesn't match what you see in QuickBooks, use the in-app Search bar to navigate to the page you need.

Get personalized help adding and managing users with QuickBooks Live.

Add a new user

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.

1. Go to Settings ⚙ and select Manage users.
2. Select Add user, then enter the user’s name and email address.
   Note: Special characters aren’t allowed other than a period on the user’s name. For the email field, only a period and the @ character are allowed.
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. Select the Account management settings you want to manage (if applicable for the chosen role).
6. Select Send invitation.

Note: If you’re having issues inviting an account, learn how to add to or remove your accountant.

Add a new user to multiple entities in Intuit Enterprise Suite

If you use Intuit Enterprise Suite with multiple entities, follow these steps to add and manage users.

Note: Only admins with access to multiple entities can add users to more than one entity at a time. Admins can only add users to entities they are admin for.

1. Go to Settings  and select Manage users. By default, your manage users page reflects the entity you’ve signed in to.
2. Select Add user, then enter the user’s name and email address.
   Note: Special characters aren’t allowed other than a period on the user’s name. For the email field, only a period and the @ character are allowed.
3. In the Company access section, use the dropdown ▼ to choose one or more companies you want to add the user to. Then, select Add company.
4. The companies you selected will appear in a list below. For each company, choose the role you want to assign to the user. Some roles, such as time tracking, may not be available. See the Notes after the steps for details.
5. (Optional) To review the features each role allows, select View permissions. You can expand each section to view more detailed permissions.
6. To assign the same role to multiple companies, check the boxes next to each company, then select Assign role in the actions menu bar. This is useful for batch actions.
7. After assigning and reviewing roles for each company, select Send invitation. Then confirm by selecting Send invite in the confirmation window to invite the user.

Notes:

Some roles aren't yet supported when adding a user to multiple entities.

• To assign roles like Track time only and Track time and submit expense claims, you must sign in to the specific company or entity where you want to assign the user. You’ll also need to link the user to an employee or vendor record before inviting them‌ in.
• When adding a user to multiple companies at once, you can only assign them to some preset roles and not customized roles.
  • To assign a user to a custom role or preset role like project manager, sales manager, bill clerk, bill approver, bill payer, expense manager, payroll manager, and inventory manager, you need to select the role from the role ▼ dropdown next to the individual company.

Manage user roles or permissions

In QuickBooks Online

1. Select Settings ⚙, then select Manage users.
2. Find the user you want to edit, then select Edit in the Action column.
   • You can change the user role from the Roles ▼ dropdown.
   • Note: Time tracking ‌roles can’t be edited. To change these, delete the user , and re-add them with the correct role.
3. Select the account management settings you want to manage.
4. Select Save.

Ask the user to sign out then sign back into QuickBooks Online to see the updates. If you have QuickBooks Online Advanced, here's how to manage user access.

In Intuit Enterprise Suite

With Intuit Enterprise Suite, you can add and manage users across multiple entities without having to sign in to each.

1. Go to Settings  and select Manage users. By default, the user list reflects the entity you've signed in to.
2. Use the Users and roles for dropdown ▼ to choose a company and manage users and roles for that company.
3. Find the user you want to edit, then select Edit in the Action column.
   • You can change the user role from the Roles dropdown ▼.
   • Note: Time tracking ‌roles can’t be edited. To change these, delete the user , and re-add them with the correct role.
4. When finished, select Save.

You can add and manage custom roles by switching to the Roles tab. Read more on managing custom roles and the variety of control options.

Ask the user to sign out then sign back in to Intuit Enterprise Suite to see the updates.

Delete a user

When you delete a user, it’ll be permanent, though you can still view their history in the audit log.

1. Go to Settings ⚙ and select Manage users.
2. Select the ellipsis icon on the user you want to delete, then select Delete.
3. Select Delete user from the pop-up window to confirm.