Quickbooks online user permissions

Welcome to the QuickBooks family, acctyosef.

In QuickBooks Online (QBO), you can set a Standard user with limited access in which they won't be able to view all reports. This user can only access A/R and A/P reports and need customer access in their roles so they can create invoices. 

See below screenshot to know what this user can and can't do:

To add a standard user, here's what you'll need to do:

1. Click the Gear icon at the top. 
2. Under YOUR COMPANY, select Manage Users. 
3. Go to the Users tab and tap Add user.
4. Pick Standard user and hit Next,
5. Choose Limited and put a checkmark on Customers, then Next.
6. Set the users settings, then select Next.
7. Enter the new user's profile.
8. Hit Save.

Take a look at this article to learn more about user types and permissions in QBO: User types and user permissions in QuickBooks Online.

Once done setting up, have the user check their email to accept the invite.

Should you have any questions about the process above, comment down below. I'm always here to help. Wishing you and your company continued success.

**Say "Thanks" by clicking the thumb icon in a post.

**Mark the post that answers your question by clicking on "Accept as solution".

Thank you for your response, this was helpful.

I wanted to know if there is a way that a user can enter transactions into A/R and A/P but without having the ability to run reports, e.g. sales report

Hello again, acctyosef. It's good to see you back. 

You can set up a custom user to achieve what you want. However, this type of user is only available in QuickBooks Online Advanced version. 

If you're under this subscription, then you can do so by selecting Custom role instead of Standard user. 

See this article to know more about this feature: Add and manage custom roles in QuickBooks Online Advanced.

Here's also a video for your visual reference: How to use custom roles.

Keep me posted if you have any clarifications when managing users. I want to make sure this gets resolve for you. Take care.

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**Mark the post that answers your question by clicking on "Accept as solution".

Thanks, do you know where i can see the pricing for the advanced version?

Greetings, @acctyosef.

Yes, you can visit our QuickBooks Online website to see the most latest pricing update. 

Here's how:

1. Go to https://quickbooks.intuit.com/online/.
2. Scroll down to the QuickBooks Online comparison chart.

I've added these articles to learn more about managing your QuickBooks Online account:

• QuickBooks Online subscription rate
• Upgrade your QuickBooks Online subscription
• Print QuickBooks Online subscription receipt

Once done, you can check our QuickBooks Community Help website for reference in case you need tips and related articles in the future: Getting started with QuickBooks Online.

You can always count on us if you have additional questions or concerns. I'm just a few posts away.

Although I set up Custom Roles for my AR and AP specialists, they still need the ability to create manual journals as well as see the CHART OF Accounts. They cannot do this when I limit them with custom roles. How can I prevent them from running the financial statements but be allowed to do everything else?

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@MirriamM wrote:

Hello again, acctyosef. It's good to see you back. 

 

You can set up a custom user to achieve what you want. However, this type of user is only available in QuickBooks Online Advanced version. 

 

If you're under this subscription, then you can do so by selecting Custom role instead of Standard user. 

 

See this article to know more about this feature: Add and manage custom roles in QuickBooks Online Advanced.

 

Here's also a video for your visual reference: How to use custom roles.

 

Keep me posted if you have any clarifications when managing users. I want to make sure this gets resolve for you. Take care.

 

 

 

**Say "Thanks" by clicking the thumb icon in a post.

**Mark the post that answers your question by clicking on "Accept as solution".

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@MirriamM wrote:

Hello again, acctyosef. It's good to see you back. 

 

You can set up a custom user to achieve what you want. However, this type of user is only available in QuickBooks Online Advanced version. 

 

If you're under this subscription, then you can do so by selecting Custom role instead of Standard user. 

 

See this article to know more about this feature: Add and manage custom roles in QuickBooks Online Advanced.

 

Here's also a video for your visual reference: How to use custom roles.

 

Keep me posted if you have any clarifications when managing users. I want to make sure this gets resolve for you. Take care.

 

 

 

**Say "Thanks" by clicking the thumb icon in a post.

**Mark the post that answers your question by clicking on "Accept as solution".

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I appreciate you following the steps that my peers provided above, @RC48. Let me share with you the custom roles in QuickBooks Online Advanced.

With custom roles, you can manage user access in QuickBooks and allow the access needed for their role.

For now, the custom role in QuickBooks Online Advanced does not have the option to provide access that only excludes the financial statements.

Learn more about user roles in QuickBooks Online Advanced by checking out this article: Add and manage custom roles in QuickBooks Online Advanced.

Let me know if you have further concerns with setting up roles. The Community always has your back. Have a wonderful day ahead!

You mention the custom roles in QBO advanced... How Custom are these? Can we choose what to include/exclude for each role? 

Hi there, @Noahgabi.

Yes, you can manage a user's access and give them the permission accessible only for their role in QuickBooks Online. You can choose what they can see and do within different areas of QuickBooks like banking, sales, payroll, expenses, reports, and inventory.

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.

Please take note that, only the primary admin can manage users. They are the main user who has access to every part of the QuickBooks account. This user type has the highest level permissions.

If you need to change the primary admin, check out this article to transfer this role to another QuickBooks user: Change the primary admin user in QBO.

To get more details on how to create and manage custom roles, click here: Add and manage custom roles in QBO.

Should you have any follow-up questions or concerns, don't hesitate to post again here in the Community or leave a comment on this thread. Take care and have a good one. 

I would like to limit what my office staff can see in Quickbooks. They have their own log in name and password, can this be accomplished??

Thanks,

Yes, we can limit your office staff access, shersstew. I'll help you accomplish that.

First, determine what access you want to give your office staff. To learn more about user roles, we can visit this article: User roles and access rights in QuickBooks Online. It will help us understand what role we should give based on their work. 

When we set them up as standard users, QuickBooks allows us to choose the user’s access rights (all access, limited access, or none). We can edit their role from the Manage Users page. Here's how:

1. Select Settings.
2. Click Manage users.
3. Find the user you want to edit. Then select Edit in the Action column.
4. Change the User type.
5. Select the user settings you want to manage.

Once done, ask your office staff to sign out and log back into QuickBooks Online to see the updates. If they can't see the updates, you can delete their existing access. Then, re-invite them with new access permission with the same email address. I'll show you how:

1. Go to the Gear icon.
2. Select Manage users.
3. Find the office staff you want to delete. Then select the arrow icon ▼ in the Action column.
4. Select Delete. In the confirmation window, select Delete again.
5. Go back to the Manage user page. Select Add user.
6. Select a user type. Then select Next. 
7. Follow the on-screen instruction to complete the process.

Also, we can check this article to learn more about the usage limits in QuickBooks Online: Usage limits by subscription.

I'm always here to help with any of your QuickBooks concerns, especially managing users and access rights in the program. Take care always.

@shersstew 

Any specific concern?

I’m in some similar situation where I want only to allow user access for generating proposals or invoices and only those. 
I am considering use of Zapier. I already have 4 API’s for QBO, Device Magic and Trello that link actions, filters, triggers to generate proposals and estimates. You could have something as simple as fields in an excel document that trigger estimates and invoices. I’m a dyslexic carpenter and I created a Zapier API that starts estimates whenever a new Trello card is added to a certain column on one of my Trello boards. You should be fine with excel to qbo API creation. 
https://zapier.com/apps/excel/integrations/quickbooks#:~:text=Microsoft%20Excel%20%2B%20QuickBooks%2...).

I understand that with QB Online Advanced, user permissions can be set up based on each user's role, which would give them access only to certain sets of data in QB. Here is my question: Can I create a customer user who does not have access to data prior to a specific date? In other words, I'm trying to set up access to QB data that is 'time/date based' (after 1/1/22, for example) rather than access that is function based, or chart of accounts based. Can this be done?
Mark

Thanks for chiming in the thread, @NorrisMark. 

I have some information about user permission. In QBO, you have the option to choose the user's access rights. However, the option to access prior data to a specific date is unavailable.  

You'd be glad to know that you can send feedback about the feature you wish to have with QuickBooks Online (QBO).

This way, our Product Developer team can have a look and review it. There are always open for opinions as this helps improve our product to suits your business needs. To send feedback, you can follow these steps:

1. Go to the Gear icon.
2. Select Feedback.
3. Enter your comments or product suggestions.
4. Then select Next to submit feedback.

You can also see this link for more details: How do I submit feedback?

Additionally, you can always visit our QuickBooks Blog page to stay updated on the latest news and features about QuickBooks. 

Additionally, here's a link that covers all the tasks you can do when managing your account.

Know that you're always welcome to reply anytime if you have other questions or concerns with user permissions. I'll be around for you. Have a fantastic day ahead.

@AbegailS_  Thanks so much for your prompt response. I only have one other question….If we are using QBO Advanced, can I create custom users that can access invoicing and payroll duties, but not the check register or financial statements? Thank you! Mark

@AbegailS_  Thanks for the prompt response. I only have one other question. If we are using QBO Advanced, can I create custom users who have access to their invoicing and payroll duties, but not allow them to access the check register or financial statements?

Good day, Mark.

Creating user access in QBO Advanced is a little more flexible. Using this version, you can create a custom user that would only let them access the Sales and Payroll section.

This will only let them create invoices and run payroll at the same time. However, they will be restricted to access any other admin roles such as viewing the register and financial statements.

Here's how:

1. Go to the Gear icon and select Manage users.
2. Under the Users tab, click the Add button in the right-hand corner.
3. Type in the first name, last name, and email address of the user.
4. Click View all permissions, then check both Sales and Payroll.
5. Choose Send invitation. 

Additional details about the sections the user can access or not are listed and explained in this article: Add and Manage Custom Roles in QuickBooks Online Advanced.

Aside from that, I also want to give you additional references in case you might need them when managing users in QBO:

• What To Do If Invited Users Did Not Receive Your Email Invitation in QuickBooks Online 
• Change the Primary Admin User in QuickBooks Online 

Reply to me if you're able to set up the user with customized access. You can also ask follow-up questions if you need anything else. 

We just converted to QBOA from QB Desktop. We have been using QBO for certain clients in the past but not for our firm. Now that our firm is in QBO Advanced, I am unable to make deposits. The primary admin does not see "Manage Users" in his settings. So he cannot adjust the roles so that I may make bank deposits for our payments. In every single article I have looked up, there needs to be a "Manage Users" selection and that is not an option. Where did "Manage Users" go?

Hi there, @EBICTCPA.

You should be able to see the Manage user option in your QuickBooks Online (QBO). Since you can't find the option, let's perform some troubleshooting steps to get this fixed.

One of the possible reasons why the Manage user option is missing is that the browser you're using had a data issue, thus causing QuickBooks to act weirdly. To verify, let's log in to your QBO account using a private browser. To do so, you can press this shortcut key on your keyboard:

• Google Chrome: Ctrl + Shift + N
• Mozilla Firefox: Ctrl + Shift + P
• Safari: Command + Option + P

If this works, you'll need to clear the browser's cache so the system can start fresh. If you get the same result while using a private browser, I recommend switching to a different one.

Come back to this post and let me know how the troubleshooting steps go, @EBICTCPA. I want to make sure this issue is taken care of.

If you want to learn more about creating and managing users in QBO Advanced, you can check out this article: Add and manage custom roles in QuickBooks Online Advanced.

Have a great day ahead!

Hello Mark,

Thank you for the fast response. We tried to open it in a private browser, it still wasn't listed. We cleared the browser cache. Then tried again, "Manage Users" still not there. The closest to manage users is "Your Team."

There are only 3 options in "Your Team": user profile, firm administration & books, client access.  There is no "manage users." We need to adjust the user roles so I can do my job and deposit payments into the bank.

Could it be possible that the administrator account was not set-up correctly? From what I know of completing the online training, it looks like his account is missing several admin options. He is the owner of the business so he should be able to see everything.

Thanks,

Erica

Thank you for posting here in the Community, @EBICTCPA. 

I'm here to provide information about your issue in adding users to your QuickBooks Online account.

I appreciate you taking the time to follow the steps provided by my colleague. Since you're still getting the same issue after performing basic troubleshooting, I recommend contacting our Customer Care Team.

Here's how:

1. Sign in to your QuickBooks Online account.
2. Go to Help.
3. Select Contact Us.
4. Enter your concern, then select Let's talk.
5. Choose a way to connect with us:

• Start a chat with a support expert.
• Get a callback from the next available expert.

The Plus, Essentials, and Simple Start support are available from Monday to Friday from 6 AM to 6 PM PT and Saturday from 6 AM to 3 PM PT. While for the Advanced, reach out to them any time, any day.

In addition, I'd like to provide you with a few more resources in case you need them for managing users in QBO:

• What To Do If Invited Users Did Not Receive Your Email Invitation in QuickBooks Online
• Change the Primary Admin User in QuickBooks Online

I've got your back on managing any user concerns you may have. I'd be around to help you.

Thanks for your reply JenoP! This was helpful!