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User roles and access rights
Assign roles to people on your QuickBooks Online plan roles to define what they can see and do with to your company data. Each email address on your plan is assigned a role.
Note: The QuickBooks mobile app supports admin and standard all access. If you have another role, you’ll need to use the web app instead.
Common billable roles
Your plan decides how many people can be assigned to these “billable” roles.
Primary admin/Company admin
You can access everything in the account, including admin tasks like changing people's permissions and roles.
When you first set up the account, you are assigned the primary admin role. The primary admin can also give people the company admin role.
If you are a company admin, you can't change or reassign the primary admin role.
Only admins can add, edit, or remove admins.
Only the primary admin can change the business details in your Company info tab. You can find this tab by selecting the gear icon, then selecting Account and settings. If you need it, here’s how to change the primary admin role in QuickBooks Online.
Standard all access
You can do everything related to customers, sales, vendors, and purchases. You can also:
Add, edit, and delete employees
Change preferences
View activity log
Create, edit, and delete budgets
Add, edit, and delete accounts
View and categorize online bank feeds
Make deposits and transfer funds
Reconcile accounts and make journal entries
View all reports
Manage sales tax data and settings
Access and manage aspects of currency and multicurrency
With Intuit QuickBooks Workforce, manage payroll
Note: In QuickBooks Online Accountant, you can assign the Standard all access (can’t pay bills) role to people you want to review your company info but not pay bills, like your accountant. This lets them access their clients' companies who have QuickBooks Online Advanced/QuickBooks Bill Pay Elite.
In house accountant
You can do everything related to customers, sales, vendors, and purchases. You can use all bookkeeping, account tools, and financial reports. You can also:
View activity log
Create, edit, and delete budgets
Add, edit, and delete accounts
View and categorize online bank feeds
Make deposits and transfer funds
Reconcile accounts and make journal entries
View all reports except payroll reports
Manage sales tax data and settings
Access and manage aspects of currency and multi-currency
Undo completed reconciliations.
You can’t do payroll, manage other roles, or do admin tasks.
Bookkeeper
You can use all the bookkeeping transactions and tools. You can also:
Enter estimates, invoices, sales receipts, credit memos, refunds, charges, and credits
Create and delete statements
Receive payments from customers
Add, edit, and delete customers, products, and services
View vendors
View customers and accounts receivable (A/R) reports
View vendor and accounts payable (A/P) reports
Enter bills from vendors
Pay bills, write and print checks, and view check reports
Enter cash and credit card purchases
Add, edit, and delete projects
Add invoices, expenses, bills, time, purchase orders, project estimates, and receive payments to projects
You can't:
View financial reports like Profit and loss (P&L), balance sheet, or cash flow
Access budges
Approve bills or pay bills online
Manage and run payroll
Add, edit, or delete vendors
Accounts receivable manager
You can do everything related to customers, sales, and accounts receivable (A/R) reports. You can also:
Enter estimates, invoices, sales receipts, credit memos, and refunds
Enter charges and credits
Create and delete statements
Receive payments from customers
Fill out timesheets for anyone
Add, edit, and delete customers, products, and services
Enter bank deposits (since May 2024)
View customer and A/R reports
View tax rates and agency settings
Use and adjust sales tax in sales transactions and general journal entries (such as manually overriding calculated tax amounts)
Add, edit, and delete currencies
Edit exchange rates
Add, edit, and delete projects
Add invoices, time, project estimates, and receive payments to projects
You can't:
Print checks (including refunds)
Make bills and purchases billable to customers
Add, edit, and delete accounts and inventory
View bank registers
See total income and expenses on home, vendor, and customer pages
Prepare and file a sales tax return and record sales payments
Set up multicurrency
Perform home currency adjustments
Add expenses, bills, and purchase orders to projects
Accounts payable manager
You can see and do everything with expenses, vendors, and accounts payable (A/P) reports. You 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 purchase, card, and banking transactions, including 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
You can't:
Add, edit, and delete accounts and inventory
View bank registers
Set up new tax agencies or change tax settings or change existing tax rates, tax methods, or agency settings
Set up multicurrency
Perform home currency adjustments
Standard no access
You can submit timesheets, but nothing else.
Standard limited customers and vendors
You can do everything related to customers, sales, vendors, and purchases. You 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 accounts payable (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
Add, edit, and delete projects
Add invoices, expenses, bills, time, purchase orders, project estimates, and receive payments to projects
You can't:
Add, edit, and delete accounts and inventory
View bank registers
See total income and expense amounts on home, vendor, and customer pages
Project Manager
Note: This role is only available for Intuit Enterprise Suite.
You have full access to projects, including project reports and transactions. You can:
View, create, edit, and delete projects
View the project overview page and key metrics like project profitability
View, create, and edit and delete project cost estimates and change orders
View transactions like invoices, sales receipts, payments, bills, expenses, checks, purchase orders, bank deposits, time charges.
Manage project tasks
View time activity
Access all project-related reports
Add and edit customers
View vendors
You can't:
Access company P&L, balance sheet, or other financial reports (requires separate permissions)
Access employee paychecks (requires separate payroll permissions)
Create or edit invoices, bills, purchase orders, expenses, checks (requires separate permissions)
Modify vendors (requires separate permissions)
Pay bills online (requires separate permissions)
Access bank feeds, registers, and chart of accounts (requires separate permissions)
Sales manager
You can do sales transactions and see, edit or add customers.
Expense manager
You can do expense transactions and see, edit or add vendors.
Inventory manager
You can only do inventory and see, edit or add vendors.
Payroll manager
Note: QuickBooks Online Accountant role only.
You can do payroll, expenses, and payroll reports.
Custom user
Custom roles let you create your own roles and define access to specific areas in QuickBooks Online Advanced and Intuit Enterprise Suite. This gives you even more control on what your team can see or do.
QuickBooks Bill Pay billable roles
These roles are available with QuickBooks Online Essentials, QuickBooks Online Plus, and QuickBooks Online Advanced, if you are subscribed to a QuickBooks Bill Pay Elite plan.
Bill approver
You can approve bills.
You can't pay bills or take any other action related to bills or payments.
Bill clerk
You can add bills and mark bills as paid.
You can't approve or pay bills.
Bill payer
You can view and pay bills, and edit vendor info.
You can't add bills or take any other action related to bills.
Intuit QuickBooks Workforce billable roles
The following roles are available only when you subscribe to Intuit QuickBooks Workforce.
HR manager
Note: You need QuickBooks Workforce Elite as part of your QuickBooks plan to use this role.
You can do everything related to Intuit QuickBooks Workforce and QuickBooks Time. You can:
Add, edit, delete employees.
Run payroll and view payroll reports.
Approve timesheets.
Manage benefits.
You can't:
Manage users.
View expenses, sales, banking, and company financials.
Common non-billable roles
People with “non-billable” roles don’t count toward your QuickBooks plan limit.
View reports
You can see all reports, except reports that show payroll or contact info. You can create custom reports, and add report groups, but can’t view the actual transactions.
You can’t access the audit log.
Track time only
Note: This role isn’t available to QuickBooks Online or Intuit Enterprise Suite accounts that are connected to QuickBooks Time. If you integrate QuickBooks Time, this role is removed.
You can do timesheets and time reports, and enter timesheets for yourself.
You can’t assign this role to vendors who track payments for 1099. If you need to track time for 1099 vendors, you can enter timesheets for them or add them as a user with a separate email address from the address assigned this role.
Expense submitter
Note: This role is only available in QuickBooks Online Advanced or Intuit Enterprise Suite.
You can submit expense claims.
Take payments only (QuickBooks GoPayment only)
You can take payments through QuickBooks GoPayment, but can’t access QuickBooks Online or Intuit Enterprise Suite. Your payments will sync in real time with the QuickBooks Online or Intuit Enterprise Suite account.
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