Project Manager User Roles

Hello, @Hman2021.

I'm here to guide you with the whole process on how to give access to your project manager in QuickBooks Desktop (QBDT). 

You'll need to select the Time tracking, View Only, or Payroll options, then choose Partial as a workaround. This way, your project manager can review the job costing of your contractors and selected reports including the Profitability report. 

Here's how: 

1. Go to the Company menu, then choose Users.
2. Select Set Up Users and Roles.
3. Click the Role List tab and tap New. 
4. Type a role name like Project Manager. 
5. In the Area ad Activities, pick Time Tracking, Payroll, or View only one at a time.
6. Pick Partial, then customize it.
7. Tap OK.

You may refer to this article or video tutorial: Create and manage roles in QuickBooks Desktop.

I've also encouraged you to visit this article to resolve any unexpected results or errors while creating roles: QuickBooks Desktop Users and Restrictions.

Always feel free to get back to us if you have other questions in managing your authorized user access and job costing. I'm just a few posts away. Keep safe. 

@Hman2021 

As another option, consider having a construction management app to integrate with your QB Desktop. Your project manager and some other roles don't need to access QB Desktop directly.

Thank you for your answer but unfortunately QB says that the only way him to see the labor showing up as a cost is for him to have "View only Access to Paychecks" So when I do this, his report does show all costs accurately and he can drill into the labor and it will take him into the paycheck of that technician. But if he goes to the employee center he can also see all employees paychecks. So this is what I want to see if there is a workaround. Thanks. 

Thanks for posting here again, @Hman2021,

At the moment, the preference you're looking for is currently unavailable. The only workaround we have are the options provided by my colleagues in this thread. However, it will still show the information you don't want the user to see. In the meantime, I'm enclosing these links to learn more about user and roles in QuickBooks:

• Create and manage roles in QuickBooks Desktop Enterprise
• QuickBooks Desktop Users and Restrictions
• Create data level permissions in QuickBooks Desktop Enterprise

Please know that our engineers are working hard toward this goal. We want your voice to be heard and be put in action. If you have any product suggestions to our developers about our report preferences, go to the Help menu and select Send Feedback Online.

Please note that I am here if you need further assistance with anything in the program. Just mention me anytime to notify me. Have a nice day!

I have the exact same problem. I need the project managers to see only the field labor connected to the project and NOT be able to see executive and admin payroll information. Every other accounting software I have used in the past 40 years has this as a basic necessity. I guess I will have to purchase third party software to accomplish this as suggested by another user.

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@GBL_BPMech wrote:

I guess I will have to purchase third party software to accomplish this as suggested by another user.

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@GBL_BPMech 

There are several construction management apps integrate with QB Desktop.

Has QB come up with a fix for this yet?

Thanks for joining this thread, nkwest.
 

I can certainly understand how an ability to create a user role for viewing job costing while not granting access to view paychecks could be useful and have submitted a suggestion about it as of today.
 

You can also submit your own feature requests while using QuickBooks.
 

Here's how:

1. In your top menu bar, go to Help, Send Feedback Online, then Product Suggestion....
   
2. Choose a Type of Feedback and Product Area (optional) from the available drop-down menus.
   
3. Enter any suggestions/feedback in your Here is my suggestion: field.
   
4. If you'd like, include your name/email in the My name is: (optional) and My e-mail address is: (optional) fields.
   
5. Select Send Feedback.
   

Your feedback's definitely valuable to Intuit. It will be reviewed by our Product Development team and considered in future updates. You can stay up-to-date with the latest news about your product by reviewing Intuit's Product Updates webpage.
 

If there's any questions, I'm just a post away. Have an awesome day!

So is the answer to nkwest's question still "NO"?  An actual solution would probably be preferable to a "welcome to the team"........  I'm having the same problem as everyone else....

Hello there, @softwareissues.

I know how useful it is for you to have this option to work with QuickBooks seamlessly. Please know that our engineers are working hard toward this goal.

Our developers release product updates depending on the number of feedback submitted. They are looking forward to this accessibility and wanted to be thorough with the enhancements for efficiency.

Despite that, we want to make sure your voice is heard and put into action. If you have any product suggestions to our developers about creating user roles for viewing job costing, tap the Help menu and choose to Send Feedback Online, then Product Suggestion.

I've added these articles that you can check about managing roles and user restrictions in QuickBooks:

• Create and manage roles in QuickBooks Desktop Enterprise
• QuickBooks Desktop Users and Restrictions

Please let me know if you have other questions about managing user roles. I'm always here to help.

Has a solution for this issue been found yet? Still need access to profitability reports without access to full paychecks...

Chiming in on this thread to address your concern about managing user roles in QuickBooks Desktop (QBDT), @jackiem2.

I recognize how crucial it is for your business to hide paycheck details from your users. Currently, the employee with Reports access will be able to view all transactions, including payroll data. We hear your feedback and will take this as a chance to improve your QBDT experience.

That said, I'm here to assist you in sending your valuable opinion to our software engineers so they may take it into consideration for our future product advancements. Here's how:

1. Go to Help and select Send Feedback Online.
2. Click Product Suggestion.
3. Enter your feature request and select Send Feedback.

Furthermore, you may define various data-level permissions for a user's role. This way, you can limit their access to the sections of QBDT where they need to perform their job.

Keep me posted on any additional queries you have concerning user restrictions in QBDT. It's my utmost priority to assist you further. Stay safe and have a great day.

How long does it take for QuickBooks to take action?  The original question was posted in April 2021 and your response (not helpful, by the way) trying to appease them is dated in July 2023 -- more than 2 years later!!  IF QuickBooks is actually looking into solving this issue, IT SHOULD NOT TAKE MORE THAN 2 YEARS to find a solution!  You are just placating us!!  It's simply not helpful!

Quickbooks, please stop replying with a response for us to submit feedback. I've been doing that for years. Rarely does anything change.

You promote your Enterprise product to work as a traditional ERP system. However, traditional ERP systems have the ability to give customized access to users for the full functionality of their position. For a Project Manager to not be able to see labor costs (without viewing private employee information) on a project...is a critical fail when it comes to project management and a fail to your job costing feature.

Please fix this.