Project Profit %.

Hi there, Scott4j. 

Thank you for reaching out to the Community. In QuickBooks Online, you can either set a Standard user with limited access or a Custom role in which you can manage user access to the data. 

To add a standard user, here's what you'll need to do:

1. Click the Gear icon at the top. 
2. Under YOUR COMPANY, select Manage Users. 
3. Go to the Users tab and tap Add user.
4. Pick Standard user and hit Next,
5. Choose Limited and put a checkmark on Customers, then Next.
6. Set the users settings, then select Next.
7. Enter the new user's profile.
8. Hit Save. 

Take a look at this article to learn more about user types and permissions in QBO: User types and user permissions in QuickBooks Online. 

Custom user access is only available in QuickBooks Online Advance and are used to provide a user with extremely specific access to only the parts of the company data needed for their job role. See this article to know more about this feature: Add and manage custom roles in QuickBooks Online Advanced. 

Should you have any questions about the process above, comment down below. I'm always here to help. Wishing you and your company continued success. Stay safe!

Please try your suggestion and let me know how that works out for you.

As i have tried this and it doesn't allow access to those reports or others , while letting them have access to sales and expense and NOT banking.

Hi Scott4j,

I understand that restrictions to users vary per business. Thus, having more options to customize a user's access in QBO would be great.

The closest option that can be given to your department heads is by adding them as Standard users with limits to Customers and Vendors. They won't see your bank registers. However, they won't also be able to see your company's income and expense amounts on the Home, Vendor, and Customer pages.

I would suggest sending feedback from your QBO company to our product development team to make them aware of the options you need. Just click on the Gear icon and choose Feedback. You can also check out the Feedback forum to see what they've completed at the moment.

Let me know if you have other questions about managing users' access in QBO. I'm just around if you require further assistance.

@Scott4j  

Consider having a project management app for your team. You don't need to give them any access to your QBO account.

This doesn't work. Creating a custom role still arbitrarily restricts certain things (like i can't give acces to the gopayments app or lists) and ultimately leaves me only able to create roles that mimic existing ones. 

The project manager needs to be able to see the profitability of the project they're running. But they don't need to be able to wipe out our books entirely or delete users. What role does that align with?