Quickbooks file viewer/ report writer

Hello hawthorn_hoa. It’s understandable that you’d want a more direct way to look at your HOA’s financial details without having to dig through PDF files. Having the ability to run your own reports makes your job as Treasurer much simpler and more transparent.

Currently, a specific "View Only" is not available in QuickBooks Online. However, you can ask your management company to invite you as a user with the View company reports role. This permission allows you to see almost all financial reports, excluding those with private payroll or contact info, without needing your own separate license or the ability to change any data.

Here’s how:

1. Click the Gear icon at the top and choose Manage Users.
2. Go to the Users section and select the Add user button.
3. Enter your name and email, then click the Select a role dropdown menu.
4. Locate and select View company reports.
5. Click Send invite.

This is a workaround since a dedicated "read-only" feature isn't available yet. It gives you the transparency you need to query data whenever you like.

Need a hand? Our QuickBooks Live Expert Assisted team is ready to walk you through any task with dedicated, one-on-one support tailored to your business.

Feel free to reply below if you have further questions or need more clarification. We’re always here to help.

Hi hawthorn_hoa,

I just wanted to follow up to check if the resolution we provided helped resolve your issue.

Please let us know if everything is now working as expected or if you’re still experiencing any problems.

We’ll be glad to assist further if needed.

I am not sure.  I need to check with the management company.  I believe they use the multi-user desktop version and it seems your suggestion is relevant to online version?  not sure

Hi there, @hawthorn_hoa. Currently, QuickBooks Desktop doesn't have a built-in file viewer. We suggest these two options: download a QuickBooks Desktop Enterprise trial version, or have your management company export the reports to Excel.
 

QuickBooks Desktop Enterprise is the only version that can create a "view-only" user, so if your management company uses this version, you can access the data safely. Simply have them create a backup file and share it with you so you can restore it to the trial version.
 

For exporting data, you can refer to this article: Export reports as Excel workbooks in QuickBooks Desktop. This is the easiest way to search and sort through your information without needing to install the software.
 

You can also refer to and share these resources with your management company:
 

1. Download a trial of QuickBooks Desktop
2. Back up your QuickBooks Desktop company file
    

Let us know if you have further questions.

@hawthorn_hoa 

Check with your management company. What QB Desktop year version and edition are they using? QB Desktop 2024 Premier Plus or else?

Hi @hawthorn_hoa.  Just following up to see how things are going. If you’re still having any issues or need more help, feel free to reach out.