Level 1

Does anyone know how to get around standard users seeing payroll expenses in the search bar ? They can't access payroll directly, but can see $$ in search bar Thank you

Content Creator

Payroll and STP

Hi jfederico,


When clicking into the search field at the top it will always initially default to show the most recent activity in QuickBooks. The entries the user will be able to view are not in Payroll, but are rather the journals entered into QuickBooks when a payrun is finalised. 


While the search menu at the top can't be customised, what transactions display will depend on the level of access the standard user has. As an example, a Standard user with Limited Access to Suppliers or Customers would not see the journal entry created by the payroll journal. To edit your user's access:


  1. Go to the Settings icon (top right), then Manage Users.
  2. Under the Users tab, select the Edit option next to the name of the user.



Level 1

Payroll and STP

Hi Kass, I currently have the users setup with limited as you’ve said, but the problem is they can see the “cheque expense “ of each employees pay, this should be strictly confidential as they are neither a customer or supplier. Is this something that can be fixed ? 


Payroll and STP

We can assign a Customer role only to your users, jfederico.


This way, they won't be able to see any vendor transactions such as Cheque Expenses. I'll show you how:


  1. From the Gear icon, select Manage Users.
  2. Select Standard user, and then Next.
  3. In the Select access rights page, select Limited.
  4. Tick the Customers box.
  5. Click Next, and then Next again.
  6. Enter their contact information.
  7. Click Save.


I've also added these articles for more information about the different user types and roles:



You always have me if you still need help. Stay safe!

Level 1

Payroll and STP

Thank you Adrian, But they need to see vendor transactions, that's part of their job to look after the outgoing expenses, however I still don't understand why employees expenses are visible.  This is something that really needs to be changed by QB.  

QuickBooks Team
QuickBooks Team

Payroll and STP

Thanks for coming back, jfederico.


I appreciate you for performing the recommended solutions provided by my colleagues. Though they can see the employee's expense, however, they can't edit or modify the transaction in QuickBooks Online (QBO). 


For them to see vendor transactions, just place a checkmark on the Vendor option. You can follow the steps provided by Adrian_A above. 




I have a link here that provides you with articles about managing your account: https://quickbooks.intuit.com/learn-support/manage-your-account/misc/02/manage-your-account-au?label....


Keep me posted if you need a hand with running reports or any QBO related. I'll be here to ensure your success. Take care always.