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Change your team's admin access in QuickBooks Online Accountant

by Intuit Updated a day ago

Learn how to change user permissions for firm info and client companies.

Accountants can manage team members’ access to their clients using roles based access. Manage and customise employee access to the firm’s books with more permissions to decrease the risk of viewing sensitive info. Also restrict actions to specific employees within the firm.

Or, if you need to add, edit, or remove team members, learn how to manage users of your firm.

Here's how to change permissions so each team member has the access they need for their role.

Change your team's access to firm info

  1. Sign in to QuickBooks Online Accountant as an admin, or a user with full access permissions.
  2. Go to the Team menu.
  3. Find the team member and select Edit in the Action column.
  4. In the Access to your firm’s QuickBooks section, select the dropdown ▼ to select a default or custom role.
  5. To grant or deny more granular access to firm features, select an option, such as Sales, Expenses, Stock, or Payroll to expand access controls.
  6. Check or uncheck View, Create, Edit, and Delete capabilities as needed.
  7. When you’re done, select Save changes.

See more info about user roles and access in QuickBooks Online and custom firm roles in QuickBooks Online Accountant.

Change your team's access to client's books

You can assign specific roles to any team members and limit what they can do in the client's books.

You can choose the clients each team member can do bookkeeping for:

  1. Sign in to QuickBooks Online Accountant as an admin, or a user with full access permissions.
  2. Go to the Team menu.
  3. Find the team member and select Edit in the Action column.
  4. In the Access to clients section, select Edit client access.
  5. Check or uncheck the boxes next to client names to grant or deny bookkeeping access for this team member.
  6. Select Save changes.

This gives them full admin access to manage the client's QuickBooks accounting data. If your team member needs more access, here's how to transfer the primary admin role.

Here's how to change access for multiple team members at once:

  1. Sign in to QuickBooks Online Accountant as an admin, or a user with full access permissions.
  2. Go to the Clients menu.
  3. Find your client and select Edit client in the Action column.
  4. In the Team access section, select Show all team members ▼ dropdown.
  5. Select the team members who need access.
  6. Select Save changes.

Lead accountants are the primary contact for their clients. Here's how to assign or change lead accountants.

Predefined roles for QuickBooks Online Plans

Client access rolesAdvanced PlusEssentialsSimple Start
Primary admin
The primary admin is the main user who has access to every part of the QuickBooks account. They can manage all users and other admin tasks. By default, the primary admin is the person who initially set up the account.
Company admin
With this role you can see and do everything. This includes sending money, changing passwords, and adding users. Not everyone should be an admin. 
Standard all access
You get full access without admin privileges, plus access to Payroll.
Standard no access
Users added to this role have some permissions and can submit their own timesheets, but can't use accounting features.
Standard limited customers and suppliers
Note: This role is discontinued and is not available to assign to new users from May 2024. However, for existing users who have been assigned this role, the role will continue to function as before.
Users added to this role can see and do everything with Customers and Sales, and Suppliers and Expenses.
In house accountant
Note: This role was earlier called the ‘Standard all access without payroll’ role. It has been renamed since May 2024.
Get full access without admin privileges. 
Accounts receivable manager
Note: This role was earlier called the ‘Standard limited customers only’ role. It has been renamed since May 2024 .
See and do everything with Customers and Sales.
Accounts payable manager
Note: This role was earlier called the ‘Standard limited suppliers only’ role. It has been renamed since May 2024.
See and do everything with Suppliers and Purchases. 
View company reports
See all reports except the ones that show payroll or contact info. 
Track time only
Users added to this role can add their own timesheets.
ACCOUNTANT
Users added to this role can see and do everything. Not everyone should be an admin.

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