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Intuit
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Learn about user types in QuickBooks Online

Learn about the different user types and levels of access in QuickBooks Online.

QuickBooks allows you to add a user in just a few steps. Give employees specific access to features and more.

You can change or remove a user's access at any time. To manage users in QuickBooks Online, go to the Settings ⚙ icon and select Manage Users.

Tip: Save time on travel to your accountant's office. Add an accountant user and work on your books together from different locations.

User types by QuickBooks Plan

The number of users you can have depends on your QuickBooks plan. So does the user types you can choose from.

QuickBooks Simple Start

1 billable user + 2 accounting firms. Master admin only.

QuickBooks Essentials

3 billable users + 2 accounting firms. User types available: Master admin, Company admin, Standard, Time tracking only, and Take payments only.

QuickBooks Plus

5 billable users + 2 accounting firms. User types available: Master admin, Company admin, Standard, Time tracking only, Take payments only, and Reports only.

QuickBooks Advanced

25 billable users + 3 accounting firms. User types available: Master admin, Company admin, Standard, Time tracking only, Take payments only, Reports only, and Custom.

Types of billable users

Billable users count toward the user limit on your QuickBooks plan.

Master admin

The master admin has access to every feature in QuickBooks. Intuit only sends billing reminders to this user's email.

There’s only one master admin per company. By default, it’s the person who set up your QuickBooks account.

If you need to assign a new master admin, you can transfer the role.

Company admin

A company admin can see and do everything except edit or remove your master admin's access.

Accounting firms

You can invite your accountant to your QuickBooks company. They'll have the same rights as an admin so you can work together seamlessly.

Standard user

You can set different levels of access for this user. They can work with customers, sales, vendors, and expenses. These users can enter timesheets, add users, update company info, or manage subscriptions.

Learn what a standard user can and can't do. Here's a detailed look at the different levels of access.

This user can see and do everything with:

  • Customers and sales
  • Vendors and purchases

They can also:

  • Add, edit, and delete employees
  • Add, edit, and delete payroll transactions
  • Change preferences
  • View activity log
  • Create, edit, and delete budgets
  • Add, edit, and delete accounts
  • Make deposits/ transfers
  • Reconcile accounts and make journal entries
  • View all reports
  • Turn on sales tax
  • Change setup for current sales tax info
  • Adjust sales tax and file sales tax returns
  • Set up multicurrency
  • Perform home currency adjustments
  • Export data to QuickBooks Desktop

This user can do everything an all access user can do except:

  • Add, edit, and delete employees
  • Add, edit, and delete payroll transactions
  • View payroll reports

This user can:

  • Enter estimates, invoices, sales receipts, credit memos, and refunds
  • Enter charges and credits
  • Create/delete statements
  • Receive payments
  • Add, edit, and delete customers, products, and services
  • View customer registers and A/R reports
  • View tax rates and agency settings
  • Use/adjust tax in sales transactions and journal entries.
  • Override calculated tax amounts
  • Add, edit, and delete currencies
  • Edit exchange rates
  • Fill out timesheets for anyone

This user can't:

  • Print checks (including refunds)
  • Make bills and purchases billable to customers
  • Add, edit, and delete accounts and quantity on hand
  • View bank registers
  • See total income and expenses on Home, Vendor, and Customer pages
  • Run tax reports or view tax history
  • Prepare and file a sales tax return, or record sales payments
  • Set up new or change existing tax agencies in settings
  • Set up multicurrency
  • Perform home currency adjustments

This user can:

  • Enter bills from vendors
  • Enter cash and credit card purchases
  • Pay bills, write checks, and view check detail reports
  • Print checks (except refunds)
  • Add, edit, and delete vendors, products, and services
  • View vendor and A/P reports
  • View tax rates and agencies
  • Use/adjust sales tax on purchases, card, and banking transactions. This includes overriding calculated sales tax amounts.
  • Run tax reports or view tax history
  • Prepare and file sales tax returns, and record sales tax payments
  • Add, edit, and delete currencies
  • Edit exchange rates

They can't:

  • Add, edit, and delete accounts and quantity on hand
  • View bank registers
  • Set up new tax agencies or change tax settings
  • Set up multicurrency
  • Perform home currency adjustments
  • See total income and expense amounts on Home, Vendor, and Customer pages

This user can:

  • Enter estimates, invoices, sales receipts, credit memos, refunds, charges, and credits
  • Create and delete statements
  • Receive payments from customers
  • Fill out timesheets for anyone
  • Add, edit, and delete customers, vendors, products, and services
  • View customer registers
  • View customer and A/R reports
  • View vendor and A/P reports
  • Enter bills from vendors
  • Pay bills, write and print checks, and view check reports
  • Make bills and purchases billable to customers
  • Enter cash and credit card purchases

They can’t:

  • Add, edit, and delete accounts and quantity on hand
  • View bank registers
  • See total income and expense amounts on Home, Vendor, and Customer pages

This user can’t use any of the accounting features in QuickBooks. They can submit timesheets.

This user can have specific access to areas in QuickBooks Online. This lets you be more in control of what they see or do. For example, you can allow a custom user to see only the Bank Deposit screen. Learn more about adding custom users.

Types of nonbillable users

Reports only user

They can see all reports except the Audit log. They can create custom reports and add report groups. But they can’t view the actual transactions. They can't see reports that show payroll or contact info.

Time tracking only user

You can invite employees or vendors as time tracking only users. They can only enter their timesheets. Their only access is to see timesheets and time reports.

Note: You can't add vendors with 1099 tracking turned on as time tracking only users at this time. You can add them with a different email address, or enter timesheets for them.

Take payments only user

If you have GoPayment, you can set up a user to only take payments. They won’t have access to QuickBooks itself, but they can take payments with GoPayment.

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