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.
Manage users in QuickBooks Online:
- Select Settings ⚙.
- Select Account and settings or Company Settings.
- Select Manager 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 following are user types you can use dependant on your QuickBooks Online plan.
QuickBooks Simple Start
1 billable user + 2 accounting firms. Master admin only.
3 billable users + 2 accounting firms. User types available: Master admin, Company admin, Standard, Time tracking only, and Take payments only.
5 billable users + 2 accounting firms. User types available: Master admin, Company admin, Standard, Time tracking only, Take payments only, and Reports only.
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.
The master admin has access to every feature in QuickBooks Online. Intuit only sends billing reminders to this user's email.
There is only one master admin per company. By default, it's the person who set up your QuickBooks Online account.
If you need to assign a new master admin, you can transfer the role.
A company admin can see and do everything except edit or remove your master admin's access.
You can invite your accountant to your QuickBooks Online company. They'll have the same rights as an admin so you can work together seamlessly.
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.
Please click below to read the rest of this article.
Types of non-billable users
Reports only user (only available in QuickBooks Online Plus and Advanced)
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.
Reports only user (only available in QuickBooks Online Plus)
They can see all reports except the Audit log (reports that show payroll or contact info). They can create custom reports and add report groups, but they can't view the actual transactions. They can't see reports that show contact info.
Time tracking only user
You can invite employees or vendors as time tracking only users. They can only enter their own time sheets. Their only access is to see time sheets 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 time sheets 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 Online itself, but they can take payments with GoPayment.