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Add and manage users in QuickBooks Online

Learn how to add, manage, or delete user profiles.

QuickBooks Online lets you add users who help with your company's bookkeeping. You can give each user certain permissions to do specific tasks. Your subscription level determines how many users you can add. Learn more about user limits by subscription. Here's how to add or edit users in QuickBooks.

Tip: To give an accountant access to review your QuickBooks company, you can invite them as a firm user.

Add a QuickBooks Online user

Step 1: Invite your new user

  1. Select Settings ⚙, then Manage users. If you can’t select this, you don’t have permission to manage other users. Contact an admin user for help.
  2. Select Add user.
  3. Select the user type you want to create.  More options will appear on the screen depending on the user type you select.
  4. Enter your new user’s name and email address, then select Save.


Seeing a user limit?

If you see a user limit message, it’s because QuickBooks Online has a maximum number of users depending on your subscription. Learn about limits and what you can do to add a user.

Step 2: Have your user accept the invite

Your new user will quickly get an email from quickbooks-email@intuit.com. It has your business’s name and a message that includes “Ready to get started? Let's go!”

Have your new user select the “Let’s go!” link in the email, which takes them to a sign in or account creation page. They need to sign in or enter info to create a new account.

Note: If your user sees a sign-in page and isn't sure why, it’s because their email address is already used with an Intuit account. This could be for a different product. It’s fine for them to sign in with that email address if it’s theirs. If they’re not sure how, they can select I forgot my user ID or password at the bottom of the screen.

Manage user role or permissions

  1. Sign in to QuickBooks with a user profile that has permission to manage users.
  2. Select Settings ⚙.
  3. Select Manage users.
  4. Find the user you want to edit. Then select Edit in the Action column.
  5. In the User type drop-down ▼ menu, select the new user type.
  6. Select the user settings, if applicable.
  7. Select Save.
  8. Ask the user to sign out and back into QuickBooks Online to see the updates.

Certain users don't count towards your user limit, like the Reports only or Time tracker roles. You can't edit these user permissions. If you need to edit that user, simply delete them. Then add them again with the correct role.

Delete a user

Keep in mind, deleting a user is permanent. But you can still view their history in the audit log.

  1. Sign in to QuickBooks with a user profile that has permission to manage users.
  2. Select Settings ⚙.
  3. Select Manage users.
  4. Find the user you want to delete. Then select the arrow icon in the Action column.
  5. Select Delete.
  6. In the confirmation window, select Delete again.

FAQs

Frequently asked questions about adding, deleting, and changing user access.

Sometimes invitations can get misplaced. First, have the user check their junk folder. If the invitation is not in their junk folder, get them to add Intuit's service email addresses in their email's list of accepted senders.

It depends on your subscription. For more information on user limits, see How many users can I set up?

Yes, invitations expire after 48 hours.

We can fix this! Do not resend the invitation if it has expired. Instead, delete the user and add them again. When you add the user again, a new invitation will be sent.

Follow the steps above to delete and add a user.

QuickBooks Online uses browser cache and cookies to run faster. But sometimes these can also block web pages from loading. If you're experiencing issues when you add a user, clear your cache and cookies.

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