How to Add, Manage, or Delete users in QuickBooks Online?

by James Antonio

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There is one thing that we all can agree upon and that is, a business owner cannot do all the things related to the business single handedly. The user will need multiple helpers for numerous departments. Let’s understand this with the help of an example of accounting and finance department, a business owner cannot handle day-to-day business activity as well as post the entries and prepare the accounts and financial statement.

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Any point in accountant will take care of these activities, but even an accountant alone may not be able to handle the things solely, especially if the business is upgrading, then there will be the requirement of other accounting personal who would help the accountant in proper bookkeeping invoicing payment and other activities. Here, you must be wondering, how multiple users are able to work on the books of accounts at the same time on the same accounting software.

Here, the amazing news is that you don’t need to worry about it even a bit, the reason is that QuickBooks online allow multiple users at one platform, which denotes that you as a business owner , accounting staff, other employees, & users all can access QuickBooks online accounting software with the help of the unique credentials and do the task at the same time. So, here in this module we will have the discussion on the process of adding deleting, and changing user access in QuickBooks accounting software.

Step to Add, Delete or Change Users Access in QuickBooks Online

Follow the below mention steps to add, delete or change users access in QuickBooks Online.

Add a User in QuickBooks Online

In the initial step, which is to add a new user in QuickBooks and for that, invitation is required to send to them to do that here are some steps mentioned:

Now go to the settings -> menu manage users -> and just click on add users.

Now, choose the user type that you wish to create enter the users name, email address and click on save.

In the Second step, we are required to ask the user to accept the invitation by checking the email from QuickBooks hill disc the user will have to click on the let’s go message available in the email login page will appear, now here they are required to enter the required information and following this user can move forward & create their account.

Delete a User in QuickBooks Online

In the initial step, click & login in with the user profile that has permission to manage users and then choose settings.

In next second step, now you are required to click on manage user & click on the user that you want to delete click on the arrow icon in the action column and click on delete.

Step three takes you to see your confirmation window on the screen and click on delete again.

Note: Kindly know that when you delete the user, this action is not reversible, you will be able to view the history of the deleted users in the audit log.

Changing User Access in QuickBooks Online

In the initial step, for changing the user access as well, you need to login in with the profile that has access to manage users.

In second step, after logging in with your credentials, click on settings choose manage users look for the user that you wish to edit and click on edit in the action column.

In third step, Here select the new user type in the user type drop down menu.

In Step four. This step is for the selection of required user settings. If it is appropriate in your case, then click on save.

And lastly in step number five, you are required to ask the user to logout and login again to see updates or changes if they happened correctly.

Managing Users in QuickBooks As an Administrator

The QuickBooks accounting software was developed to help the user to keep track of all expenses in the business, this is also helpful for the automation of the things like invoicing & reporting. Current user can add new users and give them access to work on the company’s file. For that, users are required to be logged into the company file as an administrator to manage users.

Initially, you are required to launch QuickBooks and log in to the company file as an administrator.

Secondly, you need to click on Company -> choose Users and then, select Set Up Users and Roles from the menu to open the Users and Roles window. All users that have permission to your company file which are listed in the list of users.

In the third step, choose the user that is required to edit and click the Delete option to delete the user or the Edit button to open the Edit User window.

In fourth Step, you are required to enter a new password in the Password column and Confirm Password option to change the user’s password. Choose a role from the Available Roles list and click the Add button to designate it to the user.

In Step number five, choose OK to save the latest settings for the user.

In Sixth step, choose the New button to open the New User window.

In Seventh step, enter a name for the user in the User Name field and a password in the password field and confirm password fields. Choose a role from the Available Roles list and select the “Add” button to assign it to the new user.

In Eighth step, click “OK” to create a new user.

In this module, we have learned how we can add, manage or delete users in QuickBooks Online? We have tried to assist you in very simple way. However, If you come across with any problem during the process.

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What all Exercises does a Standard User has in QuickBooks online?

A standard user can enter invoices, sales resist, estimates, refunds, statement, charges and credits receive payments from customer view customer registered add delete the customer product and services as well. They will also view customer and accounts receivable reports as well.

How you can Add a new team Member to QuickBooks online Accountant?

You need to first login into QuickBooks account online accountant as an admin or you can also login with the user profile with full access and then go to the team menu. Now click on add users, enter your team members info and click on next. Now select the access level in the access drop down and click on next again. And if you want to give admin access to your user for some client, do it in this step and save when you are done.

Features of Dancing Numbers for QuickBooks Desktop

Imports

Imports

Exports

Exports

Deletes

Deletes

Customization

Customization

Supported Entities/Lists

Dancing Numbers supports all QuickBooks entities that are mentioned below:-

Customer Transactions

Invoice
Receive Payment
Estimate
Credit Memo/Return Receipt
Sales Receipt
Sales Order
Statement Charge

Vendor Transactions

Bill
Bill Payment
Purchase Order
Item Receipt
Vendor Credit

Banking Transactions

Check
Journal Entry
Deposit
Transfer Funds
Bank Statement
Credit Card Statement
Credit Card Charge
Credit Card Credit

Employee Transaction / List

Time Tracking
Employee Payroll
Wage Items

Others

Inventory Adjustment
Inventory Transfer
Vehicle Mileage

Technical Details

Easy Process

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Pricing

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Pricing includes coverage for users
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Accountant Basic

*See our Pricing for up to 10 Company Files.

$499/- Per Year

Pricing includes coverage for users
  • Services Include:
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  • Unlimited Users
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Accountant Pro

*See our Pricing for up to 20 Company Files.

$899/- Per Year

Pricing includes coverage for users
  • Services Include:
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  • Unlimited Users
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Accountant Premium

*See our Pricing for up to 50 Company Files.

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Pricing includes coverage for users
  • Services Include:
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Frequently Asked Questions

 
How and What all can I Export in Dancing Numbers?

You need to click "Start" to Export data From QuickBooks Desktop using Dancing Numbers, and In the export process, you need to select the type you want to export, like lists, transactions, etc. After that, apply the filters, select the fields, and then do the export.

You can export a Chart of Accounts, Customers, Items, and all the available transactions from QuickBooks Desktop.


How can I Import in Dancing Numbers?

To use the service, you have to open both the software QuickBooks and Dancing Numbers on your system. To import the data, you have to update the Dancing Numbers file and then map the fields and import it.


How can I Delete in Dancing Numbers?

In the Delete process, select the file, lists, or transactions you want to delete, then apply the filters on the file and then click on the Delete option.


How can I import Credit Card charges into QuickBooks Desktop?

First of all, Click the Import (Start) available on the Home Screen. For selecting the file, click on "select your file," Alternatively, you can also click "Browse file" to browse and choose the desired file. You can also click on the "View sample file" to go to the Dancing Numbers sample file. Then, set up the mapping of the file column related to QuickBooks fields. To review your file data on the preview screen, just click on "next," which shows your file data.


Which file types are supported by Dancing Numbers?

XLS, XLXS, etc., are supported file formats by Dancing Numbers.


What is the pricing range of the Dancing Numbers subscription Plan?

Dancing Numbers offers four varieties of plans. The most popular one is the basic plan and the Accountant basic, the Accountant pro, and Accountant Premium.


How can I contact the customer service of Dancing Numbers if any issue arises after purchasing?

We provide you support through different channels (Email/Chat/Phone) for your issues, doubts, and queries. We are always available to resolve your issues related to Sales, Technical Queries/Issues, and ON boarding questions in real-time. You can even get the benefits of anytime availability of Premium support for all your issues.


How can I Import Price Level List into QuickBooks Desktop through Dancing Numbers?

First, click the import button on the Home Screen. Then click "Select your file" from your system. Next, set up the mapping of the file column related to the QuickBooks field. Dancing Numbers template file does this automatically; you just need to download the Dancing Number Template file.

To review your file data on the preview screen, just click on "next," which shows your file data.


What are some of the features of Dancing Numbers to be used for QuickBooks Desktop?

Dancing Numbers is SaaS-based software that is easy to integrate with any QuickBooks account. With the help of this software, you can import, export, as well as erase lists and transactions from the Company files. Also, you can simplify and automate the process using Dancing Numbers which will help in saving time and increasing efficiency and productivity. Just fill in the data in the relevant fields and apply the appropriate features and it’s done.

Furthermore, using Dancing Numbers saves a lot of your time and money which you can otherwise invest in the growth and expansion of your business. It is free from any human errors, works automatically, and has a brilliant user-friendly interface and a lot more.


Why should do you change the Employee status instead of deleting them on QuickBooks?

If you are unable to see the option to terminate an employee on your list of active employees on the company payroll, this mostly implies that they have some history. Thus, if you change the employee status instead of deleting it on QuickBooks, the profile and pay records remain in your accounting database without any data loss in your tax payments.


Is it possible to use the Direct Connect option to sync bank transactions and other such details between Bank of America and QuickBooks?

Yes, absolutely. You can use the Direct Connect Option by enrolling for the Direct Connect service which will allow you access to the small business online banking option at bankofamerica.com. This feature allows you to share bills, payments, information, and much more.


Why should do you change the Employee status instead of deleting them on QuickBooks?

If you are unable to see the option to terminate an employee on your list of active employees on the company payroll, this mostly implies that they have some history. Thus, if you change the employee status instead of deleting it on QuickBooks, the profile and pay records remain in your accounting database without any data loss in your tax payments.


What are the various kinds of accounts you could access in QuickBooks?

QuickBooks allows you to access almost all types of accounts, including but not limited to savings account, checking account, credit card accounts, and money market accounts.

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Bulk import, export, and deletion can be performed with simply one-click. A simplified process ensures that you will be able to focus on the core work.

Worried about losing time with an error prone software? Our error free add-on enables you to focus on your work and boost productivity.

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