How to Create & Set Permissions for New Users in QuickBooks?

QuickBooks allows you to add users who assist in maintaining the bookkeeping of a company. Each and every user can […]

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QuickBooks allows you to add users who assist in maintaining the bookkeeping of a company. Each and every user can be given a certain set of permissions to complete a specific task. The subscription level is responsible to analyze how many users can be added.

For the smooth functioning of a business, it is important to learn how to create and set permissions for all the new users in QuickBooks.

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Read on to comprehend how to create a new user and set permissions for it in QuickBooks.

How to Create Permissions and Set Permissions for a New User in QuickBooks?

How to Add a QuickBooks Online User

Here are the steps to add a QuickBooks Online user:

Step 1: Send an invitation to a new user.

Step 2: Choose Settings. Now click Manage Users. If you cannot choose this, you will not get permission to handle other users. Connect with an admin for immediate assistance.

Step 3: Choose Add User.

Step 4: Choose the user type you wish to create. Additional options will be displayed on the window based on the user type that is chosen.

Step 5: Add a new user name along with the email address. Now choose Save and click it.

Note: In case you come across a user limit usage, it is due to the fact that QuickBooks Online has several users based on your subscription. It is important to know more about the limits and what can be done in order to add a user.

Step 6: Make sure the users accept the particular invite.

Step 7: Your particular new user will receive an email from a sender- quickbooks-email@intuit.com. It will have your business name along with a message that says, Ready to start? Let’s go.

Make sure the new user selects the option, Let’s go link in the particular email. It will take them to a sign-in or a page for account creation. They are required to sign in or add information to make a new account.

Also, if a user comes across a sign-in page and is not sure about the reason for it, it is due to the email address that has been already used by an Intuit account. It could be a separate product. If it belongs to them, it is okay to sign-in with that particular email address. In case you are not aware of who’s the email ID belongs to, you can choose I forgot my user ID or the password option.

How to Handle Permissions or User Role

Step 1: Choose Settings.

Step 2: Choose Manage Users.

Step 3: Locate the user you wish to Edit.

Step 4: Now choose the Edit option in the Action Column.

Step 5: You can Edit the User type.

Step 6: Choose the User Settings you wish to handle.

Step 7: Choose Save.

Request the user to first sign out and after that Sign into QuickBooks Online to check the updates.

How to Delete a User?

Deleting a user is permanent. However, it is still possible to see the history in the audit log.

Step 1: Choose Settings.

Step 2: Choose Manage Users.

Step 3: Find the user you wish to Delete. Now choose the arrow icon present in the Action Column.

Step 4: Choose Delete.

Step 5: In the confirmation screen, choose Delete again.

How to Create and Manage New Users in QuickBooks Desktop?

It is important to learn how to create and handle the users and the roles in QuickBooks Desktop Enterprise.

QuickBooks Enterprise allows you to add a particular user with a particular role to handle your books. It is possible to create a user that has a particular role and access.

Note: Creating and managing a user is possible only by admins. Hence, it is important to make sure that you sign in as the admin user of the particular company file.

Adding a QuickBooks User

Here is how you can add a user and after that assign a role to it:

Step 1: Navigate to the Company menu and then choose Users.

Step 2: Choose Set up Users and Roles.

Step 3: Choose the User List tab and then choose New.

Step 4: Add a name along with an optional password.

Step 5: In the Roles section, choose the user’s roles and then choose Add.

Step 6: Choose OK.

Invite the Intuit Account Users

If there are certain users who do not work in QuickBooks often and only require access to certain connected services such as QuickBooks Time, Payroll, Capital, and Workforce, it is possible to invite them to an Intuit account.

Here are the steps to invite Intuit account users:

Step 1: Navigate to the Company menu and choose Users.

Step 2: Choose Intuit Account User Management.

Step 3: From the Users tab, choose Add User.

Step 4: Add the User Email, choose a role from the given available roles and then click Add.

Step 5: Choose Add User.

Step 6: Choose OK.

Using Predefined Roles

You can choose from 14 predefined roles. These include common roles for several businesses. Roles that are marked with an asterisk do not have restricted access to see all the transactions in your particular account. It is also possible to customize the predefined roles, hence you begin with some present permissions.

Note: Any adjustment made is applicable to all the users who have that particular role.

Step 1: Navigate to the Company Menu and choose Users.

Step 2: Choose Set Up Users and Roles.

Step 3: Provide the Admin Password and then choose OK.

Step 4: Choose the Role List tab.

Step 5: Choose a role and then choose Edit in order to see the Permissions.

Step 6: In the Activities and Area section, choose a particular area of your accounts. You can choose None, Full, or Partial to fix the access level.

Step 7: When the permissions are set, choose OK and Save it.

Make a New Custom Role

It is possible to create a completely new role right from the beginning. It will allow you to analyze the particular areas of accounts that can be used.

Step 1: Navigate to the Company menu and choose Users.

Step 2: Choose Set Up Users and Roles.

Step 3: Add the Admin Password and choose OK.

Step 4: Choose the tab for Role List and then choose New.

Step 5: Add a name and description to the role. Make sure that you name something that shows its permission level.

Step 6: In the segment for Area and Activities, choose an area of accounts. Review every area and choose None, Full, or Partial in order to fix the Permission’s Role.

Step 7: Once the permission is set for every area, choose OK to save.

Review Permissions and Roles

If you wish to check all roles and permissions, then you simply need to run a Permission Access. Here is how you can run the Permission Access by Roles report.

Here is how you can review permissions and roles:

Step 1: Navigate to the Company menu and choose Users.

Step 2: Choose Set up Users and Roles.

Step 3: Add the Admin Password and choose OK.

Step 4: Choose the Role List tab and choose View Permissions.

Step 5: Choose the roles you wish to review, and choose Display.

How to Edit User Permissions in QuickBooks?

Here are the steps to edit User Permissions in QuickBooks:

Step 1: Press Company in the particular QuickBooks menu bar.

Step 2: Press Set Up Users and Passwords.

Step 3: Press Set Up Users to open the particular User List dialog box.

Step 4: Press the name of the particular user and Change the Permissions you want. Press Edit User and open the User Access screen.

Step 5: Press one of the three levels that are Selected Areas of QuickBooks, All Areas of QuickBooks, and External Accountant. The first option will allow complete access and the third option provides complete access apart from customer personal detail. Choose either and press next to finish the process or choose the second option and press Next to further personalize permissions.

Step 6: Press No Access, Full Access, or Selective Access in the next windows. The screens are Purchases and Accounts Payable, Inventory, Payroll and Employees, Sensitive Financial Reporting, Sales and Accounts Receivable, Checking and Credit Cards, Time Tracking, Sensitive Accounting Activities, and Changing or Deleting Transactions.

Step 7: Press Finish.

We hope that everything related to creating and setting permissions of new users in QuickBooks is clear to you. We have highlighted every aspect concerning permissions for new users in QuickBooks. All you need to do is understand the steps first and then execute them in the given order.

Still, it is possible that most of you may face issues concerning this problem. For such individuals who might get stuck in any of the steps or need guidance, they must reach out to us.

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Frequently Asked Questions (Faqs)

Why a User is not Getting an Email Invitation After I Invited Him?

Often, It happens that invitations get out of place. Hence, please ask the user to check their particular Junk folder. In case the invitation is not available in the Junk folder, take them to add Intuit’s service email address in their list of emails of accepted senders.

How many New Users can I Have?

The number of users is based on the subscription.

When the Invitation to the New User will Expire?

The invitation to the new user will expire after 48 hours.

The New user Failed to Accept the Invitation within 48 hours. What can be Done?

It can be fixed. Make sure that you do not send the invitation in case it has expired. Rather, delete the particular user and then add them. When the user has been added again, a new invitation will go.

What to do When You get an Error While Adding a User?

The best option is to clear the cache and cookies (that block the web pages from loading) in the browser which QuickBooks Online uses.

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