cancel
Showing results for 
Search instead for 
Did you mean: 
QuickBooksHelp
Intuit

User roles and access rights in QuickBooks Online

Learn about the different options for user roles and access permissions.

When you add a user in QuickBooks online, you can manage their roles and limit their access to specific tasks. You can also choose what users can see and do within different areas of QuickBooks like customers and sales or suppliers and purchases.

Learn more about user roles

QuickBooks user roles are customisable permissions you can give your team. User roles are either billable or non-billable. Billable users count toward your user limit, while non-billable users don’t. You can also invite your accountant as a firm user so they can review your QuickBooks company file.

Roles that count toward user limits

Learn more about each billable user role that counts toward your user limits.

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.

If you need to assign a new primary admin, you can transfer the role to another user.

A company admin has access to every part of the QuickBooks account. They can do everything the primary admin can do, except edit or remove the primary admin's access.

You can set different levels of access for this user. They can work with customers, sales, suppliers, and expenses. These users can enter timesheets, add users, update company info, or manage subscriptions.

Roles that don’t count toward user limits

Reports only user (only available in QuickBooks Online Plus)

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

Reports only user (only available in QuickBooks Online Plus)

They can see all reports except the Audit log (reports that show payroll or contact info). They can create custom reports and add report groups, but they can't view the actual transactions. They can't see reports that show contact info.

Time tracking only user

You can invite employees or suppliers as time tracking only users. They can only enter their own time sheets. Their only access is to see time sheets and time reports.

Standard user role access rights

Primary admins and company admins get all access rights. When you assign the standard user role, QuickBooks lets you choose the user’s access rights. You can choose to give them all access, limited access or none.

Here's a summary of what the access options allow.

This user can see and do everything with:

  • Customers and sales
  • Suppliers and purchases

They can also:

  • Add, edit, and delete employees
  • 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 GST for the company or change the setup for existing GST info
  • Make GST adjustments or lodge GST returns
  • Set up multicurrency
  • Perform home currency adjustments
  • Forward receipts and bills from email

This user can:

  • Enter quotes, invoices, sales receipts, adjustment notes, 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 GST in sales transactions and general journal entries (i.e. manually overriding calculated tax amounts)
  • Add, edit, and delete currencies
  • Edit exchange rates

This user can't:

  • Add, edit, and delete accounts and quantity on hand
  • View Account history
  • See total income and expense amounts on Home, Supplier, and Customer pages
  • Run tax reports or view tax history
  • Complete or lodge BAS, or record a GST payment or refund
  • Set up new, or change existing, tax agencies in Settings
  • Set up multicurrency
  • Perform home currency adjustments

This user can:

  • Enter bills from suppliers
  • Enter cash and credit card purchases
  • Pay bills, write cheques, and view cheque detail reports
  • Add, edit, and delete suppliers, products, and services
  • View supplier and A/P reports
  • View tax rates and agency settings
  • Use and adjust GST in purchase, credit card, and banking transactions (i.e. manually overriding calculated GST amounts)
  • Run tax reports or view tax history
  • Complete or lodge BAS, or record a GST payment or refund
  • Add, edit, and delete currencies
  • Edit exchange rates

They can't:

  • Add, edit, and delete accounts and quantity on hand
  • View account histories
  • Set up new or change existing tax rates, tax method, or agency settings
  • Set up multicurrency
  • Perform home currency adjustments
  • See total income and expense amounts on Home, Supplier, and Customer pages

This user can:

  • Enter quotes, invoices, sales receipts, adjustment notes, refunds, charges, and credits
  • Create and delete statements
  • Receive payments from customers
  • Fill out time sheets for anyone
  • Add, edit, and delete customers, suppliers, products, and services
  • View customer registers
  • View customer and A/R reports
  • View supplier and A/P reports
  • Enter bills from suppliers
  • 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 Account history
  • See total income and expense amounts on Home, Supplier, and Customer pages

This user can't use any of the accounting features in QuickBooks Online. They can submit time sheets.

User settings for standard user role

After you’ve chosen a standard user role’s access rights, you’ll also be able to select their user settings. You can give them permission to manage users, edit company info, or manage subscriptions. Or you can choose a view only option or no permission at all.

Was this helpful?

You must sign in to vote, reply, or post