Add and manage users in QuickBooks Online and Intuit Enterprise Suite

Learn how to add, manage, or delete user profiles in QuickBooks Online and Intuit Enterprise Suite.

Add users to help with company operations and bookkeeping. You can customize each role and give individual permissions for specific tasks. You can also give your accountant access to your company’s books. You can also manage (edit, change, remove) users for all your entities from the parent company inIntuit Enterprise Suite.

Note: Only users with the right permissions can manage user profiles in QuickBooks Online and Intuit Enterprise Suite. If you need to, here's how to change the primary admin for your company.

For a better experience, open this article in QuickBooks Online. Launch side-by-side view .

Get personalized help adding and managing users with QuickBooks Live.

Add a new user

When you add a user, your subscription level determines how many users you can add. Certain roles don't count toward your user limit, like Reports or Time tracking only.

1. Go to Settings ⚙ and select Manage users.
2. Select Add user, then enter the user’s name and email address.
   Note: Special characters aren’t allowed other than a period on the user’s name. For the email field, you can use a period and the @ character.
3. Select the Roles ▼ dropdown, then select the role you want to assign to the user.
4. Review the features this role gives access to. You can expand each section.
5. Select the Account management settings you want to manage (if applicable for the chosen role).
6. Select Send invitation.

Add a new user to multiple entities in Intuit Enterprise Suite

If you use Intuit Enterprise Suite with multiple entities, follow these steps to add and manage users.

Only admins having access to multiple entities can add users to more than one entity at a time. Admins can only add users to entities they are admin for.

1. Go to Settings  and select Manage users. By default, your manage users page reflects the entity you’ve signed in to.
2. Select Add user, then enter the user’s name and email address.
   Note: Special characters aren’t allowed other than a period on the user’s name. For the email field, you can use a period and the @ character.
3. In the Company access section, use the dropdown ▼ to choose one or more companies you want to add the user to. Then, select Add company.
4. The selected companies appear in the list below to assign access. Choose the role you want to assign to the user for each company. Some roles, like time tracking, may not be available. See the Notes after the steps for details.
5. (Optional) Select View permissions to review the features granted by a role. You can expand each section to view the permissions in more detail.
6. If you want to assign the same role to multiple companies, select the check boxes next to each company and then choose Assign role in the actions menu bar. This is useful for batch actions.
7. Once you’ve assigned and reviewed roles for each company, select Send invitation, then Send invite in the confirmation window to invite the user.

Notes:

Some roles are not yet supported when adding a user to multiple entities.

• To assign roles like Track time only and Track time and submit expense claims, sign in to the company or entity where you want to assign the user access to these roles. You also need to link the user to an employee or vendor in that company before inviting them.
• When batch adding a user to multiple companies, you’ll only be able to add them to some preset roles and not customized roles. To add a user to a custom role or preset roles like project manager, sales manager, bill clerk, bill approver, bill payer, expense manager, payroll manager and inventory manager, you can assign it by selecting them from the role dropdown next to the individual company.

Manage user roles or permissions

In QuickBooks Online

1. Select Settings ⚙, then select Manage users.
2. Find the user you want to edit, then select Edit in the Action column.
   • You can change the user role from the Roles ▼ dropdown.
   • You can't edit the Time tracking only roles. Instead, delete them, then add them again with the correct role.
3. Select the account management settings you want to manage.
4. Select Save.

Ask the user to sign out then sign back into QuickBooks Online to see the updates. If you have QuickBooks Online Advanced, here's how to manage user access.

In Intuit Enterprise Suite

With Intuit Enterprise Suite, you can add and manage users across multiple entities without having to sign in to each.

1. Go to Settings  and select Manage users. By default, the user list reflects the entity you've signed in to.
2. Use the Users and roles for dropdown ▼ to choose a company and manage users and roles for that company.
3. Find the user you want to edit, then select Edit in the Action column.
   • You can change the user role from the Roles dropdown ▼.
   • You can't edit the Time tracking only roles. Instead, delete the user, then add them again with the correct role.
4. When finished, select Save.

You can add and manage custom roles by switching to the Roles tab. Read more on managing custom roles and the variety of control options.

Ask the user to sign out then sign back in to Intuit Enterprise Suite to see the updates.

Delete a user

Once you delete a user, it’ll be permanent, though you can still view their history in the audit log.

1. Go to Settings ⚙ and select Manage users.
2. Select the ellipsis icon on the user you want to delete, then select Delete.
3. Select Delete user from the pop-up window to confirm.