For security/ theft abatement: is there anyway to disallow/ totally stop a standard user (employee) from being able to delete invoices/payments? (They may still void).

Downsview · ‎November 15, 2021

I think the ability for an employee to just delete invoices, especially after receiving payments, is an invitation for theft. Is there no way to restrict this? If not, how do business owners who use QB, mitigate against the potential of an unscrupulous/inept employee just deleting invoices/payments?

MichelleBh · ‎November 15, 2021

I'm happy to give you a hand about standard user concerns, @Downsview.

Preventing theft from your account is our priority here. I have two suggestions about managing this situation. By doing so, we can ensure that your company is free of theft.

The option to prohibit a standard user from deleting invoices and payments in QuickBooks Online is currently unavailable. See the sample screenshot below for what the user can and cannot do in your account.

For additional information, see this link: User roles and access rights in QuickBooks Online.

I understand how important it is to have security on your QuickBooks data. This way, we can avoid any theft lessening in your account. The two ways to manage this situation are to delete the user or check the Audit Log regularly. Running a report will help you track everything the regular user does in your account.

To remove a user, here's how:

Choose the Gear icon and select Manage Users.
Click the small drop-down arrow perpendicular to that user and select Delete.
Confirm the deletion.

To run a report, here's how to do it:

Go to the Gear icon, then choose Audit Log.
In the User drop-down, select the employee name.
Choose the exact date in the field.
In the Events box, pick All transactions and review the details in the list.

I also route you to the page where you can post a feature suggestion to our product engineers. This allows our engineers to come up with a solution to enhance your overall experience in QuickBooks. Follow the steps below:

Go to the Gear icon on the upper right side.
Select the Feedback button.
Type your suggestion in the box and click Next.

In addition, QuickBooks has a website where you can vote and give feedback for all future suggestions. For more details, visit this link: Customer Feedback for QuickBooks.

Furthermore, see the following articles for user billable limits in your QuickBooks version and manage customer transactions as well:

I always have your back if you need something else in running your business. The support is just a pole away. Be safe, Downsview.