Can I give access to an assistant that only allows them to create, view, print, and email estimates and invoices only and nothing else?

Hi there accounting,

Yes! QuickBooks Online allows you to specify a user access rights to any of your employees. You can use the Regular or Custom user type to limit the access of your assistant to just estimates and invoices. 

However, your assistant can also access some part of the Customer section, such as sales receipts, credit memos and refunds. Here's an article for more information:

What different types of users can we have in our company?

To add a user:

1. Choose Gear Icon, then click Manage Users.
2. Click the New button on the right.
3. In the Choose user type page, select Regular or custom user. Click Next.
4. Select Limited, then put a check mark on the Customers and Sales box. Click Next.
5. Set the users admin rights, click Next.
6. Enter the new user's e-mail address and name, click Next and then Finish. 

Once done, your assistant will receive an email. Let your assistant, read it, and then click the link that says Click Here. 

This doesn't ONLY allow invoices, correct? It still lets this employee see things like sales data.

I wonder if you can clarify the following for me?

I would like to grant access to the owners of a company to be able to view invoices but NOT be able to edit/delete/create - can you tell me, is this possible?

Currently I have ticked 'Limited Access' but they are still able to edit and delete; I really just want them to be able to view the transactions and any attachments.

Many thanks

Fiona

Hi there, Fiona.

Letting the user view the transaction only isn't available in QuickBooks Online. 

You'll want to consider adding a read-only access type of user. This user type is only allowed to view the reports and lists excluding the Audit Log, Payroll reports, and contact information. They are also not allowed to view and modify an actual transaction.

This type of user access is only available in QuickBooks Online Plus and Advanced.

Here's how to add them:

1. Go to the Gear icon and choose Manage Users.
2. Click the Add user button.
3. Choose the Reports only user type.
4. Click Next.
5. Enter their information and click Save.

We also have a few more user access type. In case you'll want to add another type of user, you can check them in this article: How to Add, Delete, or Change a User's Access.

Keep posting here in the Community if you have further questions. 

Can I limit a user to just entering receipts and expenses?

Hello @mm754,

You can limit your user to enter customer and vendor transactions. Let me provide some details and guide you how.

In QuickBooks, you can add a user with limited permissions. These limits include entering customer and vendor transactions.

Thus, your user can enter all customer and vendor transactions. These include:

• Estimates
• Invoices
• Bills
• View Account Receivable reports
• View Accounts Payable reports
• Enter purchases

But your user cannot edit your accounts and quantity on hand. They also cannot view your bank registers, or see your total income and expense from your dashboard.

If you want to add a limited user for your account, you can follow these steps:

1. Click on the Gear icon.
2. Choose Manage Users.
3. Click on Add user.
4. Select Standard User, then click on Next.
5. Click on Limited, and tick on the Customer and Vendor checkbox.
6. Select Next.
7. Enter the First Name, Last Name and Email Address of your user.
8. Click on Save.

You can view this article for more information: Learn About User Types and Permissions in QuickBooks Online.

You can always let if know if you have any other concerns. I'll be around to help.

Is there any update on this? It's an extremely grave privacy omission that any employee can see full historical sales data and there's no way to limit this permission. I've seriously been looking around at Xero and other options almost entirely due to this. How in the world can you possibly think this is ok?!!!!

Hello @appwiz923,

This isn't the type of service we want you to experience and we are committed to developing easy, straightforward financial tools that will help you today and grow with you tomorrow.

I understand that a customizable permission when adding your employee's access is a huge factor affecting your business and it's privacy.

Thus, I'll pass along your request to our product developers. This way, they'll know of your need for a specific employee's access to your account.

In addition, I'd also recommend checking our QuickBooks Online Blog so you'll be updated with all the new features released in our software.

As always, you can visit our Help Articles page for QuickBooks Online if in case you need to learn some "How do I" steps.

It'll be always my pleasure to help if you have any other questions. I'll get back to you to ensure you're all set.

We have run into the same problem. I want employees to access customer basic info to invoice while in the field without access to all the financials / invoicing for the buisness or specific financial info per client.. Just want them to invoice their jobs and do estimates only. 

After several hours and tech tech support that had no clue of what I was asking of them I finally found someone to tell me that what I want is not supported.. Now I found this post. So your saying in almost a year your developers can’t and haven’t developed the simplest of requests to keep your employees from know what the buisness is making? 

Just wasted money on a brand new iPad for a employee to still not be able to do what I was hoping would be a easy stream line to the buisness so I didn’t have to input his stuff at the end of the day also. What a joke!

I want my employees to only create and view transactions. I don't want them to edit any invoice or payment related data. Please provide a solution for this if you can. 

I'd like to explain what a standard user can do, Dinuka.

When you set up your employee as a standard user limited to customer and sales, they can create and view transactions, then edit them as well. 

I know how important it is for you to limit their access. I'll surely share your concern to our management team. They'll pass this along to our software developers for assessment.

You can check the article shared by VivienJ about the different user types and permissions. 

Feel free to reach out to us again if you have other concerns. 

As previously stated I would like the owners to be able to view the invoices but not create or edit, or more importantly delete by accident! Owners need to be able to see specific purchase invoices for costing jobs  - please can the developers consider this in future updates.

Hello there, ShedAccounts1.

I understand the importance of your preference. Being able to customize a user's limit access to certain transactions is a good idea and our engineers will surely love to hear this. Our developers reviews all the feedback we receive to ensure we’re meeting the needs of our customers. 

I also look forward to having a View Only access for users in QuickBooks Online (QBO). For now,  I encourage you to regularly check our QuickBooks Online Blog. From there you can see the list of  all the new available features and future updates that our engineers are working on.

I'll also leave you with the following resources to just in case you'd like to be more familiar with QBO features and functions:

• All QuickBooks Tutorials.​
• QuickBooks Webinars.
• Help Articles.

Fill me in if you have other concerns. I'm always here whenever you need help with something else. 

I'm already in the process of moving over to Xero due to QBO's frankly criminal privacy breach exposing company financials to limited users. I simply cannot understand how they think its ok to expose a company's sales figures and reports to all limited users without providing any way to disable it. If you have 2-3 employees per department or all making a similar salary, do you really want them to know all the sales figures? So what if they can't see expenses? They see sales figures, divide by employees and make assumptions about what they should be paid! Not to mention it's just a fundamental privacy breach for sales figures to be viewed by anybody who doesn't need it and could easily leak it. If they're not sales or accounting reps and just need to enter invoices, why in the world does QBO let them view reports?? 

Yes, looks like the can see sales data. I want to restrict this, but can't see a way how. Does anyone know?

Thanks for joining this conversation, @info624. At the moment, restricting the user to view the sales data isn't an option in setting up different levels of access in QuickBooks Online (QBO). 

This functionality is already noted and our developers are still reviewing all product enhancement suggestions. I highly recommend you visit our QuickBooks blog site to get updates about what's new in QBO. 

You can also check out this help article: User types in QuickBooks Online. It'll help you learn about the different levels of access and what a user can and can't do in your QuickBooks company. 

Feel free to message us again if you have more questions. We're always here to help. 

Hey, we are about to switch our entire company portfolio over to another service that prevents certain users to not be able to alter invoices but able to view and print them.

Have you found one?

I would really appreciate the help.

Thanks,

Yong

Same problem here, I dont want employees seeing all the company information, I just want them to create invoices and nothing else, according to all your techs there is no way to customized it .

Nice program but unfortunately because of this we will need to look for something different. 

Consider using another app for certain feature for your certain employee. For example, you may use the feature in this payment service to create invoice only. You don't need your employee to access QBO anymore to create invoice.

https://veem.grsm.io/veems

Hi, 

How do I give a user access to Projects? 

Hello @ambpete,

You can add the user with standard access to your customer's tasks so they can access the Projects feature.

1. Go to the Gear icon.
2. Under Your Company, select Manage Users.
3. Select Add user.
4. Click Standard user.
5. Choose Limited.
6. Select Customers.
7. Enter your employee's name and email address.
8. Click Save.

Here's an article you can read to learn more about how you can add and manage users: Add, delete, or change user access.

I've got you this helpful article in case you need some ideas about user's type and access rights: User types in QuickBooks Online.

If you have other concerns, just comment below or post again. Always around ready to help.