Skip to main content

SUMMER SAVINGS 90% OFF QuickBooks for 3 months* Ends 8/27

Buy now
Switch to QuickBooks and 70% off for 3 Months
Talk to Sales: 877-683-3280
Hours
Mon - Fri, 5am - 6pm PST
Sat - Sun, 7am - 4pm PST
Product support & help
Need help signing in?
skoz5555
August 26, 2022
Question

Internal Controls and Intuit

  • August 26, 2022
  • 2 replies
  • 42 views

We use QuickBooks Desktop Premier 2021 and QB Time.  I wanted to get some opinions on internal controls and how QB is setup now.  For years, my policy has been to provide my external bookkeeper with her own user accounts, with Admin access.  I reserve the Admin account for myself when I need it.  This also applies to my bank accounts, tax accounts, etc.

 

I'm now running into issues with Bank Feeds, Syncing time with QuickBooks Time, running payroll, etc. without having the Admin credentials.  Essentially, I need to provide her with the Admin Credentials for everything for her to do her job.  As much as I do trust her, it just doesn't seem prudent to me.

 

Does anybody have any thoughts on this?  Or know of a way to allow her to have full access to QuickBooks, yet not be the Admin account?

 

The big one that makes me nervous is in order to sync time in QB, the main Intuit credentials must be used, which then givess access to merchant accounts, the payroll, service, everything.

 

Thanks for any thoughts.

2 replies

skoz5555Author
August 26, 2022

I may have just solved my own problem.  I added a new member to My Team in QB Time and gave it Admin access.  This user now has it's own Intuit Account. If this is the correct way to do it:

  • Can I provide that user with access to other items, yet control the permissions
  • When I try to sync Time in QB Desktop using this new user account, I get an error message stating that account does not exist in QB Time.
    • I created the user in QB Time vs as an employee in QB and syncing, for I didn't want the user to show up as an employee in QB

 

Finally, if this is a method to provide Admin access, yet I can still control permissions, does that Accountant Access option do the same thing?

Giovann_GModerator
Moderator
August 26, 2022

Hello, skoz5555.

 

I understand how critical it is for your company to grant your bookkeeper or accountant full access. It's great to hear you were able to resolve the user access in QuickBooks Desktop.

 

If you grant your bookkeeper External Accountant access, they will have full access to all areas of QuickBooks Desktop except for accessing sensitive customer data such as credit card numbers. You still have control over your company file and can remove them at any time.

 

On the other hand, you must log in as an administrator when syncing QuickBooks Time and QuickBooks Desktop. Also, the integration must be done on the same computer. Doing this should prevent you from getting the error message. Check out this article to help you with the integration process: Setup and use QuickBooks Desktop for Windows and QuickBooks Time integration.

 

Once the integration is complete, you can invite your bookkeeper or accountant so they have full administrator access to your QuickBooks Time account.

 

Here's how:

 

  1. Access your QuickBooks Time company as an administrator.
  2. Go to Company Settings, then Accountant Access.
  3. Enter your accountant's email and name, then select Send Invite.
  4. Your accountant will receive an email, inviting them to create a QuickBooks Time PRO account, or sign in to an existing account.

 

If the invite expires, you can resend it. I'll show you how.

 

  1. Go to Company Settings, then Accountant Access.
  2. Select the accounting firm in a pending state, then select Resend invite.

 

For more details, please visit the following resources below:

 

 

Let me know if you have further questions or concerns. I'll be here to help you.

Need QuickBooks guidance?
Log in to access expert advice and community support instantly.
Terms & ConditionsAccessibility statement