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Intuit
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Learn about user types and permissions in QuickBooks Online

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

QuickBooks makes it easy to work with the people who matter in your business. You can give your employees specific access to transactions, reports, and other features. You can also add your accountant as a QuickBooks user so you can collaborate seamlessly.

Start by learning what each user can and can't do in QuickBooks. Next, give people the access they need.

Master admin

The master admin can see and do everything in QuickBooks. This includes adding users, sending money, and changing billing info. We also send billing reminders to this user's email only.

There's only one master admin. It's typically the person who created the QuickBooks company. But this user type is ideal for the business owner or the person who has the most say in managing business finances.

No one can delete or change the master admin's access. If there should be a new master admin, the current one can transfer the role.

Company admin

A company admin can also see and do everything, except editing or removing the master admin's access.

You can add multiple admins, but not everyone should be an admin.

Accounting firms

If you want to work with your accountant, you can invite their accounting firm to your QuickBooks company. Your accountant will have admin-level access so you can collaborate seamlessly.

Standard user

You can set how much access you want this user to have, without giving them admin rights.

You can let them see and do everything with Customers and Sales, or Vendors and Expenses (or both). You can even let them 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 what the user can and can’t do, depending on the level of their 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 and transfer funds
  • Reconcile accounts and make journal entries
  • View all reports
  • Turn on sales tax for the company
  • Change the setup for existing sales tax information
  • Make sales tax adjustments and file sales tax returns
  • Set up multicurrency
  • Perform home currency adjustments
  • Export data to QuickBooks Desktop

A standard user with this level of access can do everything an "All access" user can, except:

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

This user can’t use any of the accounting features, but you can still let them manage certain things and submit their own timesheets.

This user can:

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

They 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 expense amounts on Home, Vendor, and Customer pages
  • Run tax reports or view tax history
  • Prepare or file a sales tax return, or record sales payments
  • Set up new or change existing tax agencies or 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 agency settings
  • Use and adjust sales tax in purchase, card, and banking transactions, including manually overriding calculated sales tax amounts
  • Run tax reports or view tax history
  • Prepare or file a sales tax return, or 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

Custom user

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

Learn more about adding custom users.

Reports only user (read-only access)

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

Time tracking only user

You can invite your employees or vendors as time tracking only users so they can log their timesheets. They can only see their timesheets and time reports, and can’t see other QuickBooks areas.

Note: Vendors with 1099 tracking turned on can’t be added as time tracking only users at this time. You can add them as a new vendor with a different email address instead, or enter timesheets for them.

Take payments only user

If you use GoPayments to receive payments, you can set up this user in QuickBooks. They won’t have access to QuickBooks itself, but they can take payments using GoPayments.

User types available in your QuickBooks plan

Here are the user types you can set up, depending on your QuickBooks plan. You can check which plan you have.

  • Simple Start plan only has a master admin.
  • Essentials plan has master admin, company admin, standard, time tracking only, and take payments only user types.
  • Plus plan has master admin, company admin, standard, reports only, time tracking only, and take payments only user types.
  • Advanced plan has master admin, company admin, standard, custom, reports only, time tracking only, and take payments only user types.
  • You can invite up to 2 accounting firms in Simple Start, Essentials, and Plus plans. In Advanced plan, you can invite up to 3.

Note: Reports only, time tracking only, and take payments only user types don't count towards your user limit.

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