cancel
Showing results for 
Search instead for 
Did you mean: 
Highlighted
Intuit

Create and manage roles in QuickBooks Desktop Enterprise

Learn how to adjust user roles in QuickBooks Desktop Enterprise.

Quickbooks Desktop Enterprise lets you customize roles so users can only do certain tasks. You can even set permissions for specific sections of your accounts. Based on their role, you can give users full, partial, or limited access to create, modify, delete, or print data.

Predefined roles: You can select from fourteen predefined roles. These cover common roles for most businesses. Roles marked with an asterisk (*) have unrestricted access to view all transactions in your account. You can also customize predefined roles so you start with some existing permissions. Keep in mind, any adjustments you make apply to all users who have that role.

Custom Roles: You can create brand new roles from scratch. This gives you the flexibility to determine which specific area of your accounts can be accessed.

Use predefined roles

If you haven't already, learn how to set up users and assign roles.

Edit each role one at a time. To access and edit your roles:

  1. Go to the Company menu and select Users. Then select Users and Roles.
  2. Select the Role List tab.
  3. Select a role and then select Edit to review its permissions. Edit
  4. In the Area and Activities section, select an area of your accounts. If you want, you can select None, Full, or Partial to set the access level.
  5. Once you set the permissions, select OK to save.

Create a new custom role

  1. Go to the Company menu and select Users. Then select Users and Roles.
  2. Select the Role List tab and select New.
  3. Give the role a name and description. Tip: Name it something that indicates its permission level.
  4. In the Area and Activities section, select an area of your accounts. Review each area and select NoneFull, or Partial to set the role's permissions.
  5. Once you set permissions for each area, select OK to save.

Review roles and permissions

To review your roles and permissions, run a Permission Access by Roles report:

  1. Go to the Company menu and select Users. Then select Users and Roles.
  2. Select the Role List tab. Then select View Permissions.
  3. Select the roles you want to review and then select Display.

You'll get a report that shows all roles and their permissions.

Was this helpful?

You must sign in to vote, reply, or post

Need to get in touch?

Contact us