Restricted User can see all Payroll Information!

Hi there, Beverly.

Let's ensure you're only restricting your users to bills and expenses. QuickBooks Online Standard limited vendors only role can let users see and do everything with vendors and purchases. However, you can create custom roles with customized access using QuickBooks Online Advanced.

In this case, I recommend contacting the QuickBooks Online support team so they can investigate the probable cause and apply a solution to this problem.

Furthermore, here's an article to learn about the maximum of accounts or users and more in QuickBooks Online: Learn about usage limits in QuickBooks Online.

Keep us updated if you have other concerns besides restricted users who can see payroll information in the dashboard. I'm always here to help.

Hi,

Thanks so much for your reply. We are using Quickbooks Online essentials.  The user is restricted to supplier access only.  The issue is the pie chart on the home dashboard which gives her full access to every expense acct entry including payroll. I did speak to the support team, who to be fair were somewhat horrified when they realised the problem but could not offer any suggestions for a fix, other than to forward the issue to Tier Two level. 

We are experiencing something very similar where we just migrated from QB Desktop to QBO and set up our users logins. One of the users was assigned the role of "Standard all access without payroll". We tested their login to make sure that the user could not access QBO Payroll, which they could not, however, the user could access individual payroll info by way of Expenses. They could click on each record and see exactly how much each employee was paid. If they tried that same method using DT, they would get a warning saying that they needed permission to perform that action. What are we missing here with QBO?

This is clearly a huge programming blunder.  Despite promising to call me back with an update I have had no further correspondence from QB regarding this. I'm planning to ring them again this week.  It makes a mockery of offering restricted access when it's not restricted at all. 

I understand your concern about user permissions, @CNIdavid. Allow me to share an alternative to restrict your employees from accessing payroll information through the Expenses in QuickBooks Online (QBO).

In QBO, Standard all access users are able to view customer and vendor transactions, including expenses. However, you'll want to modify their roles to a Standard limited to customers only to restrict them from viewing expense transactions. Here's how:

1. Go to the Gear icon and select Manage Users.
2. Click the Users tab and locate the user you want to edit.
3. Select Edit from the Action column.
4. Choose Standard limited to customers only.
5. Select Save.

Moreover, you can utilize the audit log in QBO to keep track of user activities and see who made changes to your books.

Fill me in if you have additional concerns about user roles. I'll keep in touch to continue assisting you. Take care, and have a good one.

I am sorry but this is not a solution at all.  Our user is restricted to 'standard limited suppliers only' yet has full access via the graph on the dashboard to every expense acct including payroll!  Restricting a user to customer only is of no help as we need the employee to enter bills.

If you can't provide a 'standard limited suppliers only' option, then you shouldn't offer it.

We've been using quickbooks for over ten years but we are now looking at options to move away as we cannot allow a bill entry administrator having full access to payroll information.

Protecting your payroll is of utmost importance, @Beverly P. We value your input and will work toward a resolution that maintains the integrity of your sensitive data. 

Moreover, I encourage sending feedback to our product engineers within your QuickBooks Online (QBO) account, especially on the need for control over confidential payroll details. This way, your experience will highlight where the software needs to improve in its future updates. Here's how:

1. In your QBO account, go to the Gear icon.
2. Select Feedback.
3. Enter your comments or product suggestions.

In case you need help with other payroll-related concerns in QBO, I'm adding this resource: Self-help articles.

We're always here in the Community should you have further questions about payroll or managing users in QBO. We'll do our best to assist. Take care.