Make management report available to other users

Hello there, Matteo. I'm here to ensure your users can access your Management reports.

QuickBooks Online(QBO) offers multiple access that allows users to view the report. To learn the different roles and permissions, I've listed them below.

• Standard all access
• Standard limited customers only
• Standard limited vendors only
• Standard limited customers and vendors
• View company reports

If they're already added, you can update the information by following these steps: 

1. From Settings, select Manage users.
2. Find the user and click Edit in the Action column.
3. Change the user role from the Roles dropdown.
4. Once done, click  Save changes.

You can also browse this article to choose what users can see and do within different areas of QuickBooks: User roles and access rights.

Finally, I've added an article to help you learn the maximum number of things, like accounts or users, you can have at one time in QuickBooks, depending on your subscription: Learn about usage limits.

Please let me know in the comments if you have further questions about managing users and running reports. I'm always here to help you out. Stay safe!

The user already has "full access" to all items under Reports, still they cannot see nor generate the custom management report I prepared, this is what I mean, is this clearer?

Hello there, Matteo. Let me shed some light regarding the custom management reports.

Upon granting a user full access to the management report, the invited user will be able to access the default report. However, they cannot view or generate any custom reports created by other users directly. 

Therefore, you'll need to share the report manually with the other user. 

Here's how: 

1. In Management reports, locate the custom report.
2. Click the Action dropdown
3. Select one of the following options:

• Send: A window opens where you can edit recipients, subject line, and message before emailing the report PDF.
• Export as PDF: Download a PDF version of the report to your device.
• Export as DOCX: Download a DOCX version of the report to your device.

I've attached a screenshot for visual reference.

 
Refer to this article for more information: View and edit management reports in QuickBooks Online. 

For a detailed overview of each user role, including their respective access levels, refer to this article: User roles and access permissions. 

Moreover, you can add your accountant in QuickBooks Online. This access lets them view and modify your books, perform necessary corrections, reclassify transactions, and write off invoices. 

I'm always here to help whenever you need assistance managing your invited users and custom management reports. You can enter any queries by clicking the reply button below. 

I wil llook into all of those things as soon as I can, in the meanwhile please confirm that we're understanding each other:

The user can see and generate the DEFAULT mangement reports, and always could.

They cannot see the CUSTOM management report another user created.

was I clear enough in my proevious answer?
cause (could be my mistake) the debugging steps you reccomended seem like they'd be for a user that cannot see the management reports at all. I didn't have to make any changes to the user since I opened this thread, it was all set as you guys reccomended.

Thanks

You are right, Matteo. 

The user could always see and generate the default management reports. On the other hand, they are unable to view the custom management report. 

As a workaround, you can send the report to the other user's email or export it if you wish to share the custom report to them.

Here's how you can send or export the report:
 

1. Go to Report.
2. Select Management reports.
3. Click the dropdown arrow on the report that you would like to share.
4. Select  Send or Export as  PDF or DOCX.

Furthermore, I'm sharing this article to see who made changes to your books and what they did: Use the audit log in QuickBooks Online.

Please know that I'm just a reply away if you need any further assistance apart from the custom management report. Have a good one!

What if management prepared a report and they want a secretary to send it instead of having to go themselves to export\email it?

Cause I don't believe management reports can be scheduled either

thanks

Hey there, @Matteo_S. Thanks for getting back to the thread. 

Let me jump into this conversation and provide you with further info about management reports in QuickBooks Online.

Since other users were unable to view custom management reports, they can add their secretary as a user in QuickBooks. This way, they can manually create a management report and send or export the reports on their behalf.

Moreover, creating scheduled management reports is unavailable in the program.

For additional reference about managing reports and users in QBO, you can check these resources:

• Add and manage users in QuickBooks Online
• Customize reports in QuickBooks Online

If you have follow-up questions about handling management reports, just add them to the thread. We'll be here to help you out. Have a good one.

My call today to qb support was in regard to sharing Management Reports with other users on the same account. I was told that our company had quickbooks online plus, and that we needed to have quickbooks online accountant. I see no pricing option for that. 

How do I get other users to view and prepare my created Management Reports.

Thanks for chiming in, LLWChicago. I appreciate the steps you've taken before posting here in the Community space. Let me shed some light on how your other users can view the Management report you've created.

Before others can view this report, you will need to have the QuickBooks Online Accountant (QBOA). Also, please know that QBOA is a free platform provided by Intuit for accounting professionals. That's why finding a pricing for this is not possible. 

Accounting professionals can utilize QBOA to add, upgrade, or downgrade their clients' subscriptions. They can also take advantage of preferential pricing for their clients through wholesale billing or direct billing options. This platform is specifically designed to help accountants manage their clients' books, access training and certification, and provide accounting support.

If you want to sign up for this, you can visit this link for more information and details on how to do so: https://quickbooks.intuit.com/accountants/products-solutions/accounting/online/

If you want to invite clients to your QBOA, you can refer to this article for guidance: Add clients to QuickBooks Online Accountant.

Feel free to get back to this thread if you have further questions about QBOA pricing. I'll be always here to lend a hand.

These are all terrible suggestions from Intuit.  Under no circumstances I would share a login with employees just for the sake of reports.  This is a gigantic security risk, especially in financial software.  Not being able to share a report among users, management or not, is a seriously lacking feature of QBO that shouldn't need the accounting feature to access.  If you're paying for multi-user pro, why pay more for a feature that should be included since it's multiuser?

Agree  - this is shocking advice - a provider of financial software suggesting that users should share account passwords - wow!

In addition - not being able to share a custom report across users that they can run themselves is crazy, and such a waste of time for people to have to individually create the reports.   It would surely be simple to be able to mark a report as a template visible to all, in much the same way as the standard reports.

Very poor....