How To Set Up Multiple Users In QuickBooks Online

The accounting software program QuickBooks was created and is sold by Intuit. Small and medium-sized businesses are the primary target […]

The accounting software program QuickBooks was created and is sold by Intuit. Small and medium-sized businesses are the primary target market for QuickBooks products, which also include cloud-based versions that handle payroll, manage and pay bills, take business payments, and offer on-premises accounting applications.

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Dancing Numbers helps small businesses, entrepreneurs, and CPAs to do smart transferring of data to and from QuickBooks Online. Utilize import, export, and delete services of Dancing Numbers software.

You may set up several users in QuickBooks Online by following the instructions in this article. You’ll discover how to add normal users, corporate administrators, users who can only view reports, and users who can only track their time. You’ll also learn how to give your accountant access to your QuickBooks account so they can see your most recent information immediately.

Short Overview about QuickBooks Online Multiple Users

By adding up to seven team members and allowing them to work simultaneously with a single login, QuickBooks Online multi-user function makes it simple to multitask and manage a variety of typical accounting duties.

The merchant ability to sync numerous QuickBooks accounts with Magento stores is made possible by QuickBooks Multi User Connector. A unique Magento store view can be connected to each QuickBooks account. Additionally, the admin can manually or automatically export products, customer data, sales orders, and credit memos from the web store to QuickBooks accounting software. Additionally, sales receipts for actions like order placement, invoice creation, and order completion are automatically exported when they are made on the web site. Similarly, credit memos that are generated on the store are automatically exported to QuickBooks.

Know Key Features of Multiple Users in QuickBooks Online

  • Allow Several Users Entry. With only one license, you can include as many as seven people who can work together and contribute in real time to the project from anywhere in the world.
  • Decide on the Level of Access offered. The administrator can choose to give members either limited or viewing-only access or unfettered access with the ability to make changes.
  • Assign Tasks and Keep Tabs on their Progress. To effectively boost team productivity, assign various responsibilities, duties, rights, and clients to each team member.
  • Keep Track of How Tasks are Going. Keep an eye on each task’s progress to fulfill customer deadlines.

Steps For QuickBooks Online Multiple Users Setup

You’ll learn how to set up multiple users in QuickBooks Online in this tutorial. Learn how to add standard users, company administrators, reports-only users, and time-tracking-only users.

Step 1: Navigate to the Manage Users option

In QuickBooks Online, Select Manage users from the first column by clicking the gear icon in the top right corner of the page, as shown below.

Navigate to the Manage Users option

Step 2: Create a New User

Click the green Add user button located under the Users tab on the Manage user’s screen.

Click on Add user in QuickBooks Online

If you are creating a new user for the first time, you will be instantly redirected to that screen. You need to click the green Add user button if you’ve already added users; otherwise, you’ll get a list of users.

Step 3: Select the Type of the User

When allowing someone access to your QuickBooks Online firm, you have a choice among four different sorts of users which are labeled below.

Select the Type of the User

1. Standard User: The majority of QuickBooks users ought to be configured as Standard users. In the following step, you can modify their access.

2. Company Admin: The individual who bought the QuickBooks subscription is the QuickBooks Online master administrator. If that person represents the business owner, they most likely want to grant the controller or chief bookkeeper Company admin permissions so they can control QuickBooks users and the QuickBooks account.

Only users who have the admin position in QuickBooks Online can add new admins to the account. A new firm admin user may need to have their phone number verified before being added, so keep that in mind as well.

3. Reports Only: Users who only have access to reports cannot view payroll or employee contact data in QuickBooks reports. This user type is ideal for staff members who are interested in tracking data, such as cost reports for projects they are overseeing, but who are not involved in entering data into QuickBooks.

4. Time Tracking Only: Contractors and employees can be set up as Time tracking only users so they can enter their hours worked, service code, and customer or project. The payroll system receives reported employee hour information. It is possible to include employee and contractor hours on invoices.

Solely for reports, Users that just utilize time tracking have very restricted access to QuickBooks and are not included in the maximum number of users allowed for your business. Subscribers to Simple Start will need to upgrade to Essentials for users who only require time tracking, or to plus for users who only need reporting.

Step 4: Configure User Access Rights

You must provide them access privileges in this step if you’re installing a regular user. The next step can be skipped if you’re adding any other kind of user. Click the green Next button (not displayed) after choosing Standard user from add a new user screen above.

The right side of the screen displays an explanation of the access privileges associated with each level as you choose different access levels on the left.

Configure User Access Rights

1. All: All QuickBooks data is available to these users at all times. All transactions including vendors, customers, sales, and purchases can be added, edited, and deleted. They also have access to employee and payroll information if Payroll access is checked. Administrative rights are the only access that is excluded; you can assign them in the following step.

2. None: The idea behind creating a user with no access privileges is to provide someone access to specific administrative functions without giving them access to the accounting capabilities. On the screen that follows, you may also choose to provide these users the ability to input their own times.

3. Limited: You can grant members of the accounting team who don’t need access to everything limited access rights. If you choose Limited, you must then decide whether to let customers, vendors, or both access. An employee who creates invoices and collects payments from clients, such as an accounts receivable (A/R) clerk, would be appropriately referred to as a customer. For a worker that enters and pays bills, like an accounts payable (A/P) clerk, vendors are the best option.

To grant administrator rights to the new user, click the green Next button (not visible) after deciding what degree of access rights to give them.

Step 5: Choose Administrator Rights

In Step 3, a user who requires total administrator privileges should be assigned as a Company admin user. However, you can give every regular user a different set of administrator privileges.

Choose Administrator Rights

Select the administrator powers the new user needs to have, then click the green Next button to provide their contact details.

Step 6: Provide all the Contact Information

Click the green save button which is not visible after entering the first name, last name, and email address of the new user.

Enter the Contact Details of New User in QuickBooks Online

The user will get a welcome email from your QuickBooks Online organization. Email addresses are used as user IDs. Usually, a request to generate a password will be made to the new user. If they aren’t asked to set one up, an Intuit password is likely already connected to that email address.

Steps To Give Your Accountant Access to Your QuickBooks Online Account

Step 1: Invite Your Accountant

The Accounting companies tab can be found on the Manage user’s screen. You will be asked for the accountant’s contact information when you click the Invite button. When finished, press the Save button.

Invite Your Accountant

You don’t need to invite two accountants from the same firm because your accountant can share their access with other bookkeepers at their company.

Step 2: Your Accountant is Informed and the Setup is Complete by Following the Invitation.

  • A link to access your QuickBooks Online account will be included in an email sent to your accountant.
  • Your accountant’s status will change from Invited to Active on the Manage users tab after they log in.
  • Administrator access to your whole QuickBooks Online firm will be granted to your accountant.

Number of Users You can Set in QuickBooks Online

The scalability of QuickBooks Online is one of the factors contributing to its selection as our top small company accounting software. It offers four subscription tiers, each with a unique user cap. This gives you the option to choose a plan based on the amount of users you require.

Standard & Admin Users13525
Time Tracking Only Users0UnlimitedUnlimitedUnlimited
Reports Only Users00UnlimitedUnlimited


Finally, Configuring QuickBooks Online for several users is a useful method to improve financial management, expedite processes, and guarantee the confidentiality and correctness of your financial information. It encourages teamwork and productivity, which can boost the success of your company.

Businesses of all sizes would be wise to set up QuickBooks Online for many users. It offers the option to work from anywhere and improves productivity, data security, and collaboration. But in order to make sure that your financial data is safe and correct, it’s essential to set up the right user responsibilities and permissions and to offer regular training.

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+1-800-596-0806 or chat with experts.

Frequently Asked Questions

QuickBooks Online Supports Simultaneous Use by Many Users?

Yes, several users can utilize various devices at once to access the software. Each user can sign in to their own account using their own special login information, and depending on the rights that the administrator or account owner has granted them, they can carry out actions and access information.

In My QuickBooks Online Account, Can I Delete a User?

Indeed, you can. Select the user on the Manage user’s screen you want to delete, then click Delete in the Action column.

Can I Restrict Access to My QuickBooks Online Account for a Specific User?

By modifying their user role, you can restrict a user’s access to particular QuickBooks features and places.

What Various User Roles are there in QuickBooks?

Standard and admin are the two most common user roles in QuickBooks. The admin role has complete access to all of QuickBooks, but the regular role only has partial access to private financial information. Additionally, you can add users who are only able to see reports and time monitoring; these users won’t count towards the usual user limit.

What are the Three Different Access Levels in QuickBooks Online?

There are three levels: whole, partial, and none. Users with unlimited access can view all transactions in a variety of reports, search for transactions, and perform other operations. For instance, if a user has unrestricted access, they can view Payroll transactions without having explicit permission to view Payroll information.

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