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cathodicsolution
Level 1

Can i allow an employee to be able to do estimates and invoicing without them seeing other information, such as our banking information?

can i add an employee to do estimates and invoicing only?
9 Comments 9
RCV
QuickBooks Team
QuickBooks Team

Can i allow an employee to be able to do estimates and invoicing without them seeing other information, such as our banking information?

Thanks for checking in with us. Let me provide some details about user access type, cathodicsolution.

 

The option to grant access to estimates and invoicing only with your employees is unavailable in QuickBooks Online (QBO). However, we can set them up as a standard user with limited access to the customer's side.

 

This allows them to enter estimates, invoices, sales receipts, credit memos, and refunds. Also, they can't view bank registers that prohibited them to see your banking information. To know more on what are things the user can and can't access, refer to the screenshot below:

 

user0.PNG

 

If you'll want this kind of user type access, just follow the steps below:

 

  1. Go to the Gear icon on the top menu.
  2. Choose Manage users.
  3. Tick the Add user tab.
  4. Select Standard user. Then, Next.
  5. Tap Limited and choose Customers.
  6. Hit Next.
  7. Select the details for user settings. Then, Next.
  8. Enter the details in the What's the contact info? fields and press Save

To learn more about managing user access, check out these articles:

Visit our Account management page for more insights about managing your QBO and Intuit account. 

 

I hope that this response finds you with a smile. Keep me posted if you need a hand with creating sales forms or any QBO related. I'm always here to ensure your success. Take care always.

Fiat Lux - ASIA
Level 15

Can i allow an employee to be able to do estimates and invoicing without them seeing other information, such as our banking information?

@cathodicsolution 

Consider having a CRM app for your needs. Some CRM apps offer a free starter plan for 1 user. You may integrate it with your QBO account and you don't need to give your employee any access to QBO account.  

tmp210
Level 1

Can i allow an employee to be able to do estimates and invoicing without them seeing other information, such as our banking information?

I tried that and the only option it gives me is to allow user to take payments. Any thoughts?

MirriamM
Moderator

Can i allow an employee to be able to do estimates and invoicing without them seeing other information, such as our banking information?

Welcome to the thread, @tmp210.

 

To isolate the issue, why it only have an option to take payments, let's try to delete and re-invite the user. 

 

Here's how:

  1. Click the Gear icon at the top.
  2. Select  Manage users.
  3. Under the Manage users page, look for the client's name under Users.
  4. Go to the drop-down arrow under Action, then tap Delete.

Once done, to resent the invite:

  1. Click the Gear icon at the top.
  2. Select  Manage users.
  3. Under the Manage users page, click Add user.
  4. Select the user type, click Next. More options will appear on the screen depending on the user type you select.
  5. On the Add a new user page, add your client's name and the correct email address.
  6. Tap on Save.

For more details, you can check out this article: Add and manage users in QuickBooks Online.

 

To know more about managing users, see the below links that you may find helpful:

Reach out to me if you have any clarifications or other concerns. I’m more than happy to help. Enjoy the rest of the day.

ctrader
Level 2

Can i allow an employee to be able to do estimates and invoicing without them seeing other information, such as our banking information?

Seeing related posts about QBooks not providing more limited access to front-line employees issuing estimates or invoices only.  Why don't you have this feature yet?  Many small biz owners want ability for staff to issue estimates or invoices to customer without seeing all the invoices (total sales) of the company.  Why can't this limitation be achieved?  Seems like a very simple permissions issue that would take minutes to develop.

Fiat Lux - ASIA
Level 15

Can i allow an employee to be able to do estimates and invoicing without them seeing other information, such as our banking information?

@ctrader 

A third-party merchant service provider launched the innovative “Sales-Rep Only Invoice Tool” last year to avoid sharing entire QBO data or any part of company finances with any sales reps. You may explore it if required.

ctrader
Level 2

Can i allow an employee to be able to do estimates and invoicing without them seeing other information, such as our banking information?

Thanks for the info - I don't see any plug-ins or info online about the "Sales-Rep Only Invoice Tool” - can you elaborate or advise on where someone would find this?

Fiat Lux - ASIA
Level 15

Can i allow an employee to be able to do estimates and invoicing without them seeing other information, such as our banking information?

It's one of the features available in a 3rd party merchant service. The tool won't integrate with QB Payment. Click our username and send a private message to us. I will introduce you to them directly later. Keep in mind, they only support companies located in US and Canada.

FritzF
Moderator

Can i allow an employee to be able to do estimates and invoicing without them seeing other information, such as our banking information?

Hi, @ctrader.

 

Allow me to jump in and help make sure this is taken care of for you.

 

I can see how having the option to provide more limited access employees or users in your QuickBooks Online (QBO) would be helpful for you and your business. For now, you may follow what @Fiat Lux - ASIA shared above as a workaround.

 

Also, I highly suggest sending feedback directly to our product developers as well. They're always looking for ideas to consider on how to improve QuickBooks.

 

Here's how to submit feedback:

 

  1. In QBO, go to the Gear icon at the top right, then Feedback.
  2. Enter your comments or product suggestions. Then select Next to submit feedback.

 

For more information about managing user access in QBO, consider checking out these articles:

 

 

For more tips and others resources, you can visit our website for future reference: Self-help articles.

 

Let me know in the comment section below if you have follow-up questions about this or anything else QuickBooks. I'll be happy to assist. Take care always.

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