How to Add Users to a QuickBooks Company File

by James Antonio

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While you run a business organization, people keep entering your venture in one or the other role from time to time. As a result, you must have the flexibility to add users into the software infrastructure that offers support to your different software organizations. QuickBooks, being one of the most widely used accounting software solutions, gives users the flexibility to add more participants to access all the software features.

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Why You Need to Add Users to a QuickBooks Company File?

If you have a new employee or partner to be added to your business, QuickBooks gives you a chance to do so. It lets small, medium, and big businesses assign new users the new roles they have been hired for. Thus, in the QuickBooks Company File, owners can include new participants, and state the roles they are expected to play in the organization.

Ways Using to Add Users to the QuickBooks Company File

There are three ways:

  • Using Company menu
  • Using Manage Users menu
  • Inviting Intuit Account Users
  • Customizing Predefined Roles

Option 1: Using Company Menu

  • Click on Company
  • Select the Users option
  • Click on Set Up Users and Roles
  • Type the admin password
  • Click OK
  • Choose the User List tab
  • Click on New
  • Type in the username and password
  • Look for the Available Roles section
  • Choose the user’s role
  • Click on Add
  • Click OK

Note: Only Adding Users is not enough to help users get access to a QuickBooks Company File.

Option 2: Using Manage Users Menu

  • Go to the home screen and click on the Gear Menu.
  • Click the Manage Users tab. You will find it below the column heading Your Company.
  • On the Manage Users page, select New.
  • Choose the type of user. If you are not sure about the type of user you are adding, simply click on Regular or Custom User.
  • Click Next.
  • Set access rights for users.
    • Select All if you want to give unrestricted access to a user
    • Choose Limited to select what access you want the user to enjoy
  • Select administrative access for the new user if you want them to view the user management information without allowing them to modify any data.
  • Click on the button beside View manage Users
  • Grant View Only access in the Company Information settings
  • If you wish to edit the roles and rights, select Edit option
  • Enter the name and other details of the new users
  • Click on Next
  • Click Finish

Option 3: Inviting Intuit Account Users

  • Click on the company menu
  • Choose Users
  • Go to Intuit Account User Management
  • Click on Users tab
  • Choose Add User
  • Type in the email of the user
  • Select the role from the available options
  • Click on Add
  • Choose Add User
  • Click on OK
  • Ask users to check their emails and Accept the Invite and sign in with the credentials

Option 4: Customizing Predefined Roles

  • Move to the Company menu
  • Select Users
  • Click on Set Up Users and Roles
  • Type in admin password
  • Click on OK
  • Choose the Role List tab
  • Choose a role
  • Select Edit and review the permissions
  • Go to the Area and Activities section
  • Click at area of the accounts
  • Click on None, Full, or Partial as per the role and access you want to offer to the users
  • Set the permissions
  • Select Ok. Press it. Save settings

If you feel getting stuck at any point in time while adding new users to your company file, our experts are there to help and assist you.

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When do you Need to Add Users to a QuickBooks Company File?

Adding users becomes necessary as and when the employee strength grows. If you have a new employee or partner to be added to your business, QuickBooks gives you a chance to do so. It lets small, medium, and big businesses assign new users the new roles they have been hired for.

Why Add Users to a QuickBooks Company File?

Adding users becomes necessary as and when the employee strength grows. With QuickBooks running in all organizations lately, the developers have included the feature to add new users from time to time and also assign them specific roles as and when required.

Remember that you must be signed in as an administrator before creating, adding, managing, or assigning roles to different users.

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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

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Pricing

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*See our Pricing for up to 3 Company Files

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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
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  • Unlimited Users
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  • Upto 10 companies

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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
  • Unlimited Records
  • Up to 20 companies

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Accountant Premium

*See our Pricing for up to 50 Company Files.

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Pricing includes coverage for users
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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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