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Add users to QuickBooks Payments

Learn how to add users so they can process payments in QuickBooks.

If multiple people on your team handle customer payments, add them to your business's QuickBooks Payments account.

This lets them process payments in QuickBooks without giving them full access to your accounting data. Here's how to add users to QuickBooks Payments from each product.

Step 1: Add a user who can process payments

In the GoPayment app

Follow the steps based on your version of GoPayment. Note: The steps are the same on both iOs and Android versions:

If your app has a green background, you have the green GoPayment app.

If your app has a blue background, you have the blue GoPayment app.

If you have the Green GoPayment app:

  1. From the main screen, select More ☰ and then User management.
  2. Select the Plus (+) to invite a user.
  3. Enter the user’s name and email.
  4. Select Take payments only or Take payments only restricted for the user role.
  5. Select Invite to add the user.

If you have the Blue GoPayment app:

  1. From the main screen, select Menu ☰ and then Settings.
  2. Go to the Manage Users section and select Manage Users.
  3. Select Invite user if you're inviting a user for the first time. Tap the Plus (+) to add additional users.
  4. Enter the user’s name and email.
  5. Select a mobile payments role for the user. To learn more, select Learn more about roles.
  6. Select Invite to add the user.

An invite is emailed to the user. All they have to do is select the link in the email. Note: We recommend opening the link on a computer instead of a mobile device.

If the user already has a QuickBooks account, they can select the Sign in link. If they don't have an account yet, or want to create a new one, they can select Sign up.

In QuickBooks Online

If you're using QuickBooks Online in a web browser, here's how to add a user for payments.

  1. Select Settings ⚙ and then Manage Users.
  2. Select Add user.
  3. Select the Take payments only role. Then select Next.
  4. Select the types of transactions the user can view: All transactions or Transactions they create. Then select Next.
  5. Enter the user’s name and email.
  6. When you're done, select Save.

Learn more about user types in QuickBooks Online.

In QuickBooks Desktop

If you want to enable users to process payments in QuickBooks Desktop, add them from the GoPayment app.

Follow the steps in the GoPayment section to add users who can process payments.

In QuickBooks Point of Sale

If you want to enable users to process payments on your point of sale system, add them from the GoPayment app.

Follow the steps in the GoPayment section to add users who can process payments.

In Merchant Service Center

  1. Sign in to Merchant Service Center.
  2. Go to Account, then select Users and check to see if you already have an account created for your user.
  3. If not, select this invite link.
  4. Enter the email of the user you want to invite, then select a role. Users won't show on your list unless they accept your invitation.  inviteuser.png
  5. They’ll receive an invitation email to start using QuickBooks Payments. If they already have an Intuit account, they can select Sign in. Otherwise, sign up. inviteuser2.pngDidn't receive the email? Check the spam or junk folder.
  6. After they sign in, they’ll get a link to the Merchant Service Center.


Step 2: Edit or change users' payment permissions

You can only edit payment permissions from specific products.

  • For QuickBooks Desktop and QuickBooks Point of Sale, change users' permissions from the GoPayment app.
  • For QuickBooks Online, QuickBooks Online mobile app, and GoPayments, change users' permissions from QuickBooks Online.
  • For Merchant Service Center, change users' permissions from the Account-Users page. Select the Role link and change the role from the drop-down menu.

You can also give third-parties (like an account or bookkeeper) access to review your payments account and talk to Intuit on your behalf. This doesn't give them the ability to process payments.

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